RecordPoint Security in the Active Site

For the Active site being managed, by default RecordPoint Security Configuration is disabled. This means that all users granted SharePoint permissions to the active site will have access to perform RecordPoint processes.

However, if RecordPoint Security Configuration is enabled. Administrators will then be able to create custom SharePoint groups and apply specific RecordPoint permissions to this group only. (Thus enforcing security across the active site and limiting RecordPoint functionality to those specified).

Electronic Files in RecordPoint are determined by the Aggregation level set on the Active Site. If an Active Site uses an Aggregation Level of “List or Top Most Folder” and a Document was submitted from a Document Library the Electronic File in RecordPoint would be the Document Library. Any permissions applied on the Document Library in the Active Site (users and groups) will be submitted as having access in RecordPoint also. If the Document Library has unique permissions applied (where security inheritance is broken on the Active Site) then the same permissions will apply to the Record in RecordPoint (with the exception of the Record Administrator group with Full Record Access).

A full description and default permissions can be viewed through the UI under each user group. 

Configure RecordPoint security in the Active Site

Firstly, security must be enabled for the active site. This must be performed by the system administrator with access to this site. 

To enable security:

1. Navigate to Site Settings, under RecordPoint
2. Select Security Settings
3. Under Security access for RecordPoint, select Enable
4. A confirmation message will update with 'Enabled RecordPoint Security'.

To configure security for existing SharePoint groups

1. Navigate to Site Settings, under RecordPoint

2. Select Security Settings

   Note: To add users to a group, click View Users to be redirected to the SharePoint page for adding users
3. Select the User Group to configure
4. Permission levels form will pop up
5. Select the required permissions for this user group and click Submit to save.

Hybrid Files in RecordPoint are a Record Type with unique properties in that it is a combination of an Electronic Record with Physical Record attributes which allows both Electronic and Physical Records to be stored under the same parent File.

The creation of Hybrid Files is a one-way interaction from the Active Site to the RecordPoint Site. The Electronic container (File) must exist in the Active Site and be submitted to RecordPoint before it can be converted to a Hybrid File with Physical attributes.

The permissions on Hybrid Files are applied in the exact same manner as with standard Electronic Files, where if the Hybrid File is a Folder or Document Set in an Active Site with an Aggregation level of “List or Bottom Folder” then the users and groups that have access to the Folder or Document Set will be submitted as having access in RecordPoint also. If the Folder or Document Set has unique permissions applied (where security inheritance is broken on the Active Site) then the same permissions will apply to the Record in RecordPoint (with the exception of the Record Administrator group with Full Record Access).