Add readers and configure document validity period

You determine which employees or visitors may read a document. You also specify the maximum period in days for displaying documents as 'to read' or 'to approve'.

Add readers

You can grant both visitors logged on and anonymous visitors permission to read a document. You use selections, user groups and authorisation roles to specify the persons who have access to the document.

To add readers:

1. Open Profit.
2. Go to: General / In & OutSite / Document template.
3. Open the properties of the document template.
4. Go to the tab: Readers.
5. Click on: New.
6. Select a value for Type.

   You can add a reader layer based on a selection, user group or role. Depending on the selected type, you can add multiple items of this type in a single go in the next window using multiselect.

7. Select a value for Reader level.

   If you select Read, someone is allowed to see the document. If you select In persoonlijk overzicht, the document will be displayed in the Nog te lezen documenten overview. If the user has read the document, he can indicate this. If you select Read and approved, the user must approve the document.

8. Click on: Next.
9. Select the users who are allowed (or required) to read the document.
10. Click on: Finish.

Record the validity period for reading and approving documents

By default, documents are displayed in overviews with documents to be read and possibly documents to be approved. Thus these overviews can contain many documents. This is especially a problem for new employees because, for them, all documents appear as 'still to be read' or 'still to approve'.

For this reason, you can specify a maximum validity period. After this period of validity has passed, the documents are no longer displayed in the overviews identified above. However, they can still be viewed via other overviews.

To record the validity period for reading and approving documents:

1. Open the properties of the document template.
2. Go to the tab: Options.
3. Specify the duration for displaying and approving documents in the following fields:
   • Show documents to read for (days)
   • Show documents to approve for (days)
4. Click on: OK.