Knowledge Base

The Document Access Control plugin enables administrators to manage who can view specific documents within Encompass®. Rather than relying solely on default role-based permissions, this tool allows customized visibility for individual documents automatically. This approach ensures sensitive information remains secure while granting appropriate access to authorized users when necessary.

Common Use Cases

• Restrict access to documents like “Purchase Advice” for specific roles.
  
• Automatically allow external users to view certain documents.
  
• Remove access for certain roles when specific documents are added.
  

Benefits

• Enhanced Security: Protects confidential documents by limiting access to only approved roles.
  
• Flexible Permissions: Allows granular control over document visibility beyond standard role-based settings.
  
• Operational Efficiency: Automates access rules, reducing manual intervention and minimizing errors.
  
• Compliance Support: Helps maintain regulatory compliance by ensuring sensitive data is only accessible to designated users.
  

Activation

To turn this tool on:

1. Log in to Encompass® as a Super Admin.

2. Open LTK PowerTools™ from the Encompass® menu. Confirm the license includes the Optimized or Enterprise Tier.

3. Click Settings > PowerTools™ Optimized tab.

4. Turn on Document Access by clicking On.

Important: After activation of the Tool, be sure to wait for the prompt stating that the download is complete prior to continuing.

5. Ensure a license number populated and restart Encompass®.

Managing Document Access

1. Open a loan to access the Admin – Document Access Control form. The summary displays all roles, including duplicates, and current access settings. This list can be copied and pasted into Excel for reference.
   

2. Click Manage Settings to configure Document Role access. The dialog provides:
   
• A list of documents with access controls.
  
• Test mode options.
  
• Tools for reviewing or updating access rules.
  

3. Add or edit document access:
   
• Use the Add  icon to add a new document or the Edit  icon to edit an existing document.
  
• Select an eFolder document.
  
• Set (Override) Access– Overrides Role Access to Document rule settings.
  
• Add Access to Roles– Grants access to selected roles.
  
• Remove Access from Roles– Blocks access for selected roles.
  
• Optional: Override Roles on Existing Documents applies changes to existing loans when opened (may slow loan opening by 1–5 seconds).
  
• Test Mode Options
  
• Always ApplyThis Doc Access Rule – Enforces the rule for all loans.
  
• Apply Based on Keyword– Uses CX.DOCACCESS.CUSTOM for testing without affecting live loans.
  

• A summary message appears when the loan is saved.
  

4. Additional Controls:
   
• CX.DOCACCESS.CUSTOMfield for Test Mode.
  
• Open Log File(requires Debug Flag enabled in registry keys).
  
• License Keydisplays license details.
  

5. Role Change Detection: Alerts administrators when role names or abbreviations change, preventing accidental access issues.
   

6. Role Code Duplication: Flags duplicate abbreviations to avoid confusion in access settings.
   

7. Batch Process
   

• Options include:
  

§  Add Access For All Docs to Roles.

§  Remove Access For All Docs from Roles.

§  Copy Access From Role.

• Steps:
  

§  Select folders to update.

§  Choose a log file location.

§  Select desired actions (add, remove, copy access).

§  Click GO to apply changes to all selected loans.

Installed Components

• Custom Form: Admin – Document Access Control
  
• Codebase Assemblies: DocumentAccessControlCodeBase.dll
  
• Custom Data Objects: DocumentAccessControlPluginSettings.xml
  
• Plugins: DocumentAccessControlPlugin.dll
  

Custom Fields Created: