Sharing Documents with Users via My Setup Products
Content admin users can use the My Setup Products Sharing Document Type Group to automatically assign roles on documents to end users, according to their My Setup Products, ensuring they only have access to the content associated with their assigned products.
Who can use this feature?
- Content Admin Users – Browser
- Sharing Documents with Users via My Setup Products
- End Users – iPad
- Sharing Documents with Users via My Setup Products
- Users do not require an additional license
Configuring Document Sharing via My Setup Products for
End Users
To configure this feature:
- Ensure the following are configured:
- Ensure end users are aligned with the appropriate My Setup Products records.
- Navigate to Admin > Document Types.
- Select the All Actions button for the appropriate document type.
- Select Edit Details.
- Select My Setup Products Sharing for the Document Type Group field.
- Select Save.
Sharing Documents with Users via My Setup Products as
Content Admin Users
To automatically share a document with the appropriate end users based on My Setup Products, content admin users must populate the appropriate product information for the document:
- Navigate to All > Library.
- Select the appropriate document or binder.
- Expand the Product Information section in the Information panel.
- Populate one or more of the following fields:
- Detail Product
- Detail Group
End Users
End users are assigned one of the following roles on documents:
- Media Consumer role – The document type uses the CRM Content Lifecycle and has the Document Type Group My Setup Products Sharing
- Viewer role – The document type uses any other lifecycle and has the Document Type Group My Setup Products Sharing
Specific end users are automatically assigned a role based on the following logic:
- When a user is aligned to a Detail Product in My Setup, they are assigned a role on all documents where the detail_product__v includes that Detail Product
- When a user is aligned to a Detail Group and Detail Product combination in My Setup, they are assigned a role on all documents where the detail_product__v includes the Detail Product AND the detail_group__v includes the Detail Group
When using Detail Groups, users must be assigned the Detail Product and Detail Group combination in My Setup Products for documents to be shared appropriately. If users are only assigned the Detail Product without the Detail Group, they are assigned a role on documents with the Detail Product.
When My Setup Product records are created, updated, or deleted, the role assignment is updated accordingly.
