Creating a document x user matrix
Prerequisites
- Access to the File > Document X user matrix (DC006) menu.
- SoftExpert Training among the solutions acquired by your organization for association of training controls.
Introduction
The Document X user matrix (DC006) menu allows for managing, in a centralized manner, the security list of documents created in SoftExpert Document.
It makes it possible to configure access controls for specific users, without the need to access the screen data of each document individually.
This feature makes for a quicker administration of permissions, which ensures greater efficiency and standardization when it comes to controlling access to information.
Creating a document x user matrix
1. Access the File > Document X user matrix (DC006) menu.
To enable the 
button of this menu, configure the Search filters panel, following the instructions below. This is the only way to associate permissions for new documents with users.
2. In the Display field of the Search filters panel, select the user group (access type) that will have access controls associated with documents.
3. A secondary field will be enabled, in accordance with the option selected in the Display field (except for the All option). Use it to specify the desired user group.
In the case of the Hierarchy option, click on the Select hierarchy button, select the desired business unit or department, and click on the Apply button.
4. Click on the 
button in the advanced filters and on the General option that will be shown.
5. Select the controls you wish to manipulate during the association and click on Search.
Security controls
| Evaluate applicability | The user will receive the Applicability evaluation task referring to the document. |
| Acknowledgment | The user will receive the Publication acknowledgment task referring to the document. In order for this task to be generate for the user, the "Electronic copy" control must be enabled. When this option is checked, the "Notification" control will become unavailable. |
| Severity | This field will be enabled if the "Training" control is checked. Choose whether the training from SoftExpert Training that will be created for the selected document is critical or noncritical for the access type. |
| Notification | The user will receive e-mail notifications when the revision of a document is created or released. In order for the notification to be sent to the user, the "Electronic copy" control must be enabled. When this option is checked, the "Acknowledgment" control will become unavailable. |
| Registering a training | The user will receive the "Training registration" task from SoftExpert Training referring to the document. In order for the task to be generated for the user, the "Training" control must be checked. |
| Training | The user will be able to participate in document trainings recorded through SoftExpert Training. In order for the user to be able to participate in document trainings, the "Training" control must be checked. |
6. The documents already associated with the selected user group will be displayed. In the corresponding columns, edit the desired controls, checking those that will be enabled and unchecking those that will be disabled for the user group.
7. Click on the button to associate new documents with the user group.
8. Locate and select the desired documents.
9. In the Controls field, select the controls that will be granted to the access group.
10. Click on the 
button to finish the association.
Use the Search filters panel on the document selection screen for a quicker search. The following documents will not be listed:
- Those with "Cancelled", "Indexing", or "Indexing approval" status.
- Those displayed in the list of records on the main screen, that is, those already associated with the access type.
- Those with the "Inherit security list from document category" option checked in the security list.
Use the SHIFT or CTRL key on the keyboard (or the check mark next to each record) to select more than one document simultaneously.
Conclusion
Through this resource, the management of permissions in SoftExpert Document becomes quicker, standardized, and more efficient. This approach facilitates the maintenance of security lists and reduces the need for manual adjustments to each document.