With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.
M-Files ensures that information is available to the people who need it, and inaccessible and invisible to those who don’t need it or aren’t authorized to access it. Access permissions can be controlled by user, group, role, as well as any metadata property. This provides the ability to support advanced access control policies without scripting, and the flexibility to address even unforeseen needs that arise in the future.
For example, employment agreements can be tagged to selected employees, making the agreement visible to that user, their supervisor and the HR department, but no one else. In the case of a management or organization change, just change the supervisor property of the employee and all related documents become visible to the new supervisor.
A project-based scenario could consist of using project objects that have project team members defined with metadata. Permissions of documents and other objects can then be set by tagging them with the project to which they are associated such that they are visible only to members of the project team. This approach simplifies onboarding new team members, and also makes it easy to allow external users such as partners and customers to securely access project-related documentation and participate in related processes and workflows.
M-Files also supports the concept of "faceted permissions." In other words, multiple metadata properties together can define the effective permissions of a document or data object. In the project-based scenario above, for instance, if permissions are based on project group members, it's possible to make certain document types, such as an agreement or contract, visible only to project managers of the related project.
Further, permissions are version specific, meaning that different versions of documents can be displayed to different audiences based on metadata properties, such as workflow state. For example, draft documents, or earlier versions, are typically available to a smaller audience before publishing to a larger group or the general public.
And in regulated and quality-intensive industries where audits by customers, vendors and regulating bodies are required, in addition to consistently establishing and enforcing access control policies, M-Files enables businesses to easily prove they are following required procedures and are in compliance with regulations and industry standards.