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Use folders

The folder structure of ARIS document storage provides a better overview and the possibility to specify access privileges.

Create folder in ARIS document storage

You can manage documents in your ARIS document storage. For a better overview, create a folder structure. If you have restricted the access privileges for folders, the access privileges of the parent folder are inherited.

Prerequisite

You have the ARIS Connect Designer license and have the corresponding permissions (Document administrator, Local administrator, or write permission).

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Navigate to the relevant folder.

  3. Click More More.

  4. Click Add folder Add folder.

  5. Enter a name for the folder, and click OK.

You have created a new folder.

Display folder details

You can view the details of a folder.

Prerequisite

You have the ARIS Connect Designer license and have the corresponding permissions (Document administrator, Local administrator, or write permission).

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Click the relevant folder, and click the arrow to open the menu.

  3. Click More More.

  4. Click Properties Open properties.

The details of the folder are displayed.

Edit folder details

You can edit the properties of a folder.

Prerequisite

You have the ARIS Connect Designer license and have the corresponding permissions (Document administrator, Local administrator, or write permission).

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Click the relevant folder, and click the arrow to open the menu.

  3. Click More More.

  4. Click Properties Open properties. The details of the folder are displayed.

  5. Click Edit Edit.

You can edit the properties of the folder.

Folder Dashboarding

Data is collected by scheduled reports and form the basis for data feeds that are stored in the Dashboarding folder in ARIS document storage.

These reports generate XML files.

By default, all users have access to the Dashboarding folder. Therefore, it is strongly recommended that you restrict the access to the Dashboarding folder and all its subfolders to the user that is configured in the URL alias.

The United Motor Group database is supplied with your ARIS installation by default. With this database, you receive a set of default dashboards that can be displayed within ARIS.

By default, at least the following folders are available in the Dashboarding folder:

  • Collaboration - containing the dashboards for Collaboration

  • Governance - containing the dashboards for Process Governance

  • Matomo - containing the dashboards collected by Matomo

Under United Motor Group folders

Move folders in ARIS document storage

You can move folders in your ARIS document storage. The subfolders contained are also moved to the target folder. If you have restricted the access privileges for folders, the access privileges of the parent folder are inherited.

Prerequisite

  • You have the ARIS Connect Designer license privilege.

  • You have access privileges for the source folder and read and write privileges for the target folder.

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Navigate to the relevant folder.

  3. Click the arrow next to a folder to open the menu.

  4. Click Move to another folder Move to another folder.

  5. Select the folder and click OK.

You have moved a folder and its subfolders.

Manage folder access for user groups or users

By default, no access privileges are defined in ARIS document storage. All users have access to all folders - including the root folder - and documents. You can limit the access to individual folders of ARIS document storage so that not all ARIS document storage users can access all folders and their contents.

Warning

If you edit the access of a user or a user group to a folder for the first time, you also must adapt the access privileges of the remaining users or user groups accordingly. Otherwise, all the remaining users or user groups will have no access at all.

Prerequisite

You have the Document administrator function privilege.

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Click the relevant folder, and click the arrow to open the menu.

  3. Click More More.

  4. Click Properties Open properties.

  5. Click Access privileges.

  6. Enable the check box of the user group whose access privileges you want to change and click Edit Edit. The Edit access privileges dialog opens.

    To edit the access privileges for users, click Users, enable the check box of the user whose access privileges you want to change, and click Edit Edit. The Edit access privileges dialog opens.

  7. Enable Pass access privileges on to all subfolders if users or user groups should have access to the subfolders below the selected folder. Select the relevant access privilege from the list.

  8. Click OK.

You have restricted the access to ARIS document storage folders.

Tip

If you want to change the access privileges for multiple user groups or users, enable the check boxes of the user groups of users and click Edit user group association Edit access privileges.

Access privileges for folders

By default, no access privileges are defined in ARIS document storage. All users have access to all folders - including the root folder - and documents. You can limit the access to individual folders of ARIS document storage so that not all ARIS document storage users can access all folders and their contents. The following access privileges exist:

  • All access privileges

    The users or user groups with this privilege have full access to the folder and can view, edit, create subfolders and delete the folder but cannot assign privileges to users or user groups. They can upload new documents, new document versions, and delete documents.

  • Folder administration access

    The users or user groups members with this privilege are local administrators for the folder and can view, edit, create subfolders, delete the folder, and assign privileges to the users and groups. But they cannot assign the Folder administration access privilege to other users or user groups. They can upload new documents, new document versions, and delete documents.

    When the Folder administration access privilege of a folder is revoked, the user also loses the Folder administration access privilege for all the subfolders that have implicit pass-on behavior. Thus, if no other restrictions apply, all users have access to these folders again.

  • Reset access privileges

    The users or user groups with this privilege can revoke the permission on the folder if already assigned.

  • 'Read" access privilege

    The users or user groups with this privilege can view the folder but are unable to upload new documents and new document versions or delete documents in the folder nor create new subfolders.

  • 'Read + Write' Access privilege

    The users or user groups with this privilege can view and edit the properties of the folder and create subfolders. They can upload new documents, new document versions, and delete documents.

Show assigned users or user groups

You can restrict the view to those users or user groups who have access privileges to the selected folder.

Prerequisite

You have the Document administrator function privilege.

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Click the relevant folder, and click the arrow to open the menu.

  3. Click More More.

  4. Click Properties Open properties.

  5. Click Access privileges.

  6. Click Users or User groups.

  7. Enable Show assigned users.

Users or user groups who have access privileges to folders in ARIS document storage are displayed.

Exclude folder(s) from search

You can exclude ARIS document storage folders from the search.

Prerequisite

  • You have the ARIS Connect Designer license privilege.

  • You have read and write privilege for the relevant folders.

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Click the relevant folder, and click the arrow to open the menu.

  3. Click More More.

  4. Click Properties Open properties.

  5. Click Edit Edit.

  6. Enable Exclude from search.

  7. Click Save.

You have excluded folders from the search. If you search for documents that are located in the excluded folder, no document is found. Only the folders not excluded are searched through. This has no effect on the subfolders of the excluded folder.

Delete folder in ARIS document storage

You can manage documents in your ARIS document storage. For a better overview, create a folder structure.

Prerequisite

You have the ARIS Connect Designer license and have the corresponding permissions (Document administrator, Local administrator, or write permission).

Procedure. Procedure

  1. Click Application launcher Application launcher > Documents Documents.

  2. Navigate to the relevant folder.

  3. Click the arrow next to a folder to open the menu.

  4. Click Remove Delete. The Confirmation dialog opens.

  5. Click OK.

You have deleted the folder.

Options for models or objects

There are two options to connect documents with an object or model: The first is using the ARIS document storage attribute of an object or model. In the document details, documents connected with an object are preceded by the Object attribute symbol, and documents connected with a model are preceded by the Model attribute symbol.

The second option is to assign documents to an object or model in the modeling component. The assignment is marked by the Link of the object link symbol for objects and Link of the model for models.

In this case, the document details show that this document is connected via attributes with an object (Object attribute) or a model (Model attribute).

The second option includes direct attachment to an object or model in the modeling component. This is marked by the Link of the object or Link of the model link symbols.

External document management systems

This is where permanent documents are managed. The storage for temporary documents is not affected by this.

Available is Microsoft® SharePoint 2013.

Delete and anonymize user accounts

Users can only be deleted in ARIS Administration. Then, they must be anonymized according to GDPR. Users are anonymized either with y-admintool.bat for Windows operating systems or y-admintool.sh for Unix operating systems. For detailed information, refer to ARIS document storage Command-Line Tool.

After anonymization, activities of ARIS document storage users, such as uploads of documents, downloads of documents, changes to metadata, are shown with Anonymous instead of with the user name.