Common Components Help

AEF Help

Routes: Member Access

This section contains these topics:

• Understanding Route Accesses
• Listing Route Members
• Adding and Removing Route Members and Defining Access

Understanding Route Accesses

The route creator assigns access to a route by adding members to the route. Route members can be assigned multiple tasks. Every route member must be assigned at least one task before starting the route. When you start a route, the system removes any members who do not have at least one task assigned. Being a route member gives you at least Read access to the route, which means you can view the route and its tasks.

In Team Central, if the route's scope is a folder or subfolder, only members with Read access to the folder/subfolder can be added to the route. Also, the route creator can assign Add, Remove, or Add Remove access to members as needed, which gives members the ability to add and remove route content. Route accesses are for the route itself and not for the individual items being routed. Access to route content is defined separately for each content item. For example, a person with Add Remove access to the route can add content to the route but cannot edit a document in the route unless the person has Write and Remove access for the document, which is specified within the folder the document is added to.

This list describes the actions Team Central members can perform for each route access level:

Read--Every person, group and role included in the route is assigned at least Read access for the route. This means the member can view the category list and Properties page for the route, including all tasks, history, and accesses for the route. The member can also view and download route content but only the items the person has Read access to are listed. Read access also lets members subscribe to the route.

Read Write--A person with Read Write access to the route has Read permissions and can also check in files to the route.

Add--A person with Add access to the route has Read Write permissions and can also add new content to the route.

Remove--A person with Remove access has Read Write permissions and can also remove content from the route.

Add Remove--A person with Add Remove access has the accesses defined for both Add and Remove access.

Listing Route Members

You can view the members in any route that you created or that you are included in.

To list the members included in a route

1. From the global toolbar, click My Desk>Routes>My Routes.

Or

If you are working within an object, click Routes from the object's category list.

2. From the Routes page, click the Name of the route.
3. From the category list for the route, click Access.

The Access page opens, listing all the members who are included in the route. These are the people, groups and roles who can access the route and who can be assigned tasks. If the check box next to a member's name is grayed, the member's task has already been created. People who have temporary access to the route because a task assignee delegated the task to them are not listed. In Team Central, Workspace Leads for the workspace can also view routes, even if they are not a route member.

For each member in the route, the page shows:

Name--The name of the person, group or role added to the route.

Type--Distinguishes between people added individually, groups, and roles.

Organization--The organization the person belongs to. This is blank for groups and roles.

Access--Shows the access each member has for the route. When members are added to the route, their access is Read Write but the route creator can set a higher access level. These accesses are for the route itself and not for the individual items being routed. Access to route content is defined separately for each content item. For example, a person with Add Remove access to the route can add content to the route but cannot edit or delete a document in the route unless the person has Write and Remove access for the document. For a description of each access level, see Understanding Route Accesses.

Adding and Removing Route Members and Defining Access

Route members are the people, groups and roles who can be assigned tasks for the route and who will be able to access the route when it is started. The route creator can add members to the route, even after the route has started. The creator can also remove a member as long as there are no tasks assigned to the member. In Team Central, Workspace Leads can view any route in the workspace even if they are not a member of the route.

In Team Central, only workspace members who have at least Read access to the route's scope item can be included in the route. In other MatrixOne applications, you specify when you create the route whether you want route membership limited. You can add these types of members to a route.

• People--People added individually to the route.
• Buyer Desk Person--People added to the workspace because they belong to an associated Buyer Desk. This is available only if Team Central is installed.
• Role--When the system creates the task assigned to the role, it notifies all people who belong to the role. The first person who accepts the task is designated as the task assignee and can complete the task.
• Group--When the system creates the task assigned to the group, it notifies all people who belong to the group. The first person who accepts the task is designated as the task assignee and can complete the task.

All route members will be able to access the route once you start it and you can assign one or more tasks to any route member. Every route member must be assigned at least one task before starting the route. When you start a route, the system removes any members who do not have at least one task assigned. If you are creating this route based on a route template that includes members, the template members are already listed. You can remove these members, add new ones, change their route access, or leave them unchanged.

To add or remove members from a route and define route accesses

1. From the global toolbar, click My Desk>Routes>My Routes.

Or

If you are working within an object, click Routes from the object's category list.

2. From the Routes page, click the Name of the route.
3. From the category list for the route, click Access.

The Access page opens, listing all people, groups and roles who can be assigned tasks for the route.

4. Add members to the route. From the page Actions menu, select what type of members you want to add: Add People, Add Group, Add Role, or Add Member List.

The Search page for your selections opens. Search and select members to add to the route.

Specify search criteria to limit the number of items included in the search results, or leave the defaults of * to search for all of the type of user selected. For details, see "Finding and Selecting People" in AEF Help.

The members you choose are added to the Route Access page. All route members have Read Write access to the route by default. You can choose a higher access level for members as needed.

5. Remove any members that you do not want to assign a task to. For example, if the route was created based on a template, you may want to remove some members who were saved with the template. If you added a member list, you might want to remove some of the people on the member list.
1. Check the members you want to remove from the route.
2. Click Remove from the page Actions menu.
3. At the confirmation message, click OK.
6. Assign access levels for the route by clicking Edit Access and choosing the appropriate access for each person.

These accesses are for the route itself and not for the individual items being routed. Access to route content is defined separately for each content item. For example, a person with Add Remove access to the route can add content to the route but cannot edit or delete a document in the route unless the person has Write and Remove access for the document.

Read--Every person, group and role included in the route is assigned at least Read access for the route. This means the member can view the category list and Properties page for the route, including all tasks, history, and accesses for the route. The member can also view and download route content but only the items the person has Read access to are listed. Read access also lets members subscribe to the route.

Read Write--A person with Read Write access to the route has Read permissions and can also check in files to the route.

Add--A person with Add access to the route has Read Write permissions and can also add new content to the route.

Remove--A person with Remove access has Read Write permissions and can also remove content from the route.

Add Remove--A person with Add Remove access has the accesses defined for both Add and Remove access.