Adding new permission sets

You create permission sets by granting permission for users to see and interact with fields within the parent template. You must create a Permission Set and assign it to Xinet users before metadata will be visible to them.

To establish a new permission set:

1.	Click on the New Permission Set link. The actual contents, however, will depend on the selected template when it opens.

2.	Select a template from the For Template pop-up list.

3.	Type-in a name for the set in the Permission Set type-in box. You are limited to 64 characters.

4.	[optional] If you or another administrator has previously established permission sets for the selected template, you may use those settings as a starting point for your new set by selecting the set from the Copy Permset pop-up list.

5.

Set permission attributes for each field in the template. (The Save XMP status of each field is presented in the first column in case you want to consider whether or not the data field is going to be saved as XMP before you decide what permission you assign.) There are options for which take precedence over those in the three right-most columns. The attributes include:

• Visible
This setting determines whether or not the information in the field will be visible to users when they open Info windows for files.

• Searchable
This setting determines whether or not the field appears as a “search-on” option when the user is searching through entries. (If you make a Data Field searchable, it will automatically become visible.)

• Browse
This setting determines whether or not the field appears in “long view” when a user is browsing through files. (If you make a Data Field browseable, it will automatically become visible.)

• Uploader and Required in Uploader
Clicking Required in Uploader automatically checks both fields. You can, however select Enabled alone. Enabled means values can be applied to files sent to the Xinet server through the Uploader. Required means that values must be applied before an upload occurs. Figure  provides an example of an Uploader requiring metadata.

Some Uploaders require users to fill in metadata

About Xinet Client Extensions and Plug-ins introduces the Uploader utility.

6.	About Editable, Popup, and Locked:

These three settings are also used in Xinet Templates. Their functions, which are progressively more restrictive, are the same here:

• Editable
A user can see current values and edit them.

• Pop-Up
A user can see current values and select another value from a pre-defined list of choices.

• Locked
A user can see current values but not change them.

The default selections here in Permissions follow from the settings in the Template—and in some cases, they will be left alone.

One can also assign more restrictive permissions than given in the Templates. For instance, a field that is Editable at the template level may be set to Locked at the Permission level. This makes it read-only for users assigned to this Permission Set. A different Permission Set, assigned to different users, might allow the fields to be editable.

One cannot assign less restrictive permissions (for example. change a field Locked in Templates to be Editable in the Permission Set).

Note: A special workflow can be established where fields are defined to Use Current Values on the Data Fields page. In this case, the fields are pop-ups, but the list of possible values comes from the values currently entered into the field from any file on the server.  This dynamically-created pop-up list changes as values are added for new files.  In this case, some users should see it as a simple pop-list and others should be able to edit the field, to add new values.  The field should be marked as Editable in the Templates tab, then marked as Editable for one and Pop-Up for another.

Additionally, one might want a user to both be able to edit a field and to see the current pop-up list. This way one can see what values already exist before adding more (and avoid mistakes like adding Xinet as a value when Xinet, Inc. already exists, for instance. For this reason, it is possible to select both Editable and Pop-Up.

About Locked fields

Build-in fields can be viewed but not changed. They are always locked.

7.	When you are satisfied with all the settings, click the Submit button. You will then have completed adding a permission set for the template.