Sharing Documents with Users via My Setup Products and Content Groups
Content admin users can configure Vault CRM to automatically assign end users to the Media Consumer Role on documents according to My Setup Products and Content Groups using the Content Alignment Sharing Document Type Group and Dynamic Access Control, ensuring end users only have access to the documents associated with their aligned products and groups. This keeps libraries for end users organized and compliant while eliminating the need for manual role assignments.
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 and Content Groups for
End Users
To configure this feature:
- Ensure the following are configured:
- Add a role using the Media Consumer Application Role for lifecycles other than CRM Content Lifecycle.
- Ensure Dynamic Access Control is enabled.
- Ensure the following sharing rules are defined for the Media Consumer role for the document lifecycle:
- Document Type Group and Content Group and Detail Product
- Document Type Group and Content Group and Detail Product and Detail Group
These are enabled by default for the CRM Content Lifecycle and can be configured for other document lifecycles.
- Navigate to Admin > Configuration > Document Types.
- Select the All Actions button for the appropriate document type.
- Select Edit Details.
- Select Content Alignment Sharing for the Document Type Group field.
- Select Save.
Sharing Documents with Users via My Setup Products and Content Groups as
Content Admin Users
To automatically share a document with the appropriate end users based on My Setup Products and Content Groups, content admin users must populate the appropriate 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:
- Content Group
- Detail Product
- Detail Group (if Using Product Detail Groups and Detail Topics is configured)
When using detail groups, ensure end users are aligned to the detail product and detail group combination in My Setup Products for documents to be shared appropriately. If end users are only aligned to the detail product without the detail group, they only have access to documents with the detail product.
My Setup Products and Content Groups are used together to enable automatic sharing of CLM documents and fax templates with the appropriate end users. See Managing CLM Content as Documents in Vault CRM and Creating and Managing Fax Templates for more information about creating CLM and fax content.
End Users
When users are assigned My Setup Products or Content Groups, User Role Setup records are automatically created and updated for each end user in Vault CRM. These records are used to automatically assign end users to the Media Consumer role on a document via Dynamic Access Control. See About Dynamic Access Control for Documents in the Vault Platform Help for more information.
The following table includes examples of each product and content group combination, and how end user access is assigned:
|
End User My Setup Products Assignment |
End User Content Group Assignment |
Documents the End User is Assigned to as Media Consumer Role |
|---|---|---|
|
Natevba Detail Product |
None |
All documents where:
AND
OR
|
|
Cholecap Detail Product with Cardiology Detail Group |
None |
All documents where:
AND
OR
|
|
Natevba Detail Product |
US Oncology |
All documents where:
AND
OR
OR
OR
|
|
Cholecap Detail Product with Cardiology Detail Group |
US Oncology |
All documents where:
AND
OR
OR
OR
|
When My Setup Products and Content Group records are created, updated, or deleted, the corresponding User Role Setup records are updated accordingly to ensure end users always have access to the correct documents.
If the User Role Setup records generated for document sharing are manually edited or deleted, customers must submit a support ticket to recalculate document sharing for all users in Vault CRM.
