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Home > Advisor View > User Security and System Settings > User Management > Manage Permissions for PDF Templates
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Manage Permissions for PDF Templates
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You can reduce the number of unapproved or miscellaneous PDF templates created across your firm. When a PDF template is created, it will only be available to the owner/author and administrators until other permissions are granted. You can:
Set PDF templates as public or private.
Assign permissions to protect PDF templates from being inadvertently altered or deleted. Permissions can be assigned to both users and user groups—when you assign user groups, users can share a template with other users in the same user group.
Choose who can access a template—users can be assigned read-only or edit access. They will see only the templates they have access to, but administrators have access to all templates.
Identify who owns PDF templates and who last modified them (which provides an audit trail).
Assign PDF Templates to a PDF Template role if you have frequent groups of permissions that you assign.
A PDF template must be marked as publicly accessible before it can be added to a template set or before it can be assigned to a user or user group. If it is not publicly accessible, only administrators and the user who created the template will be able to see and edit the template.
Public templates will be available to users who:
Have been granted roles that have permission
Belong to a group that has been granted permission
Have access to all PDF templates (such as administrators)
To assign a PDF template as publicly accessible:
On the Client Reporting menu, under Client PDF Settings, click Templates.
Click the Mark as publicly accessible check box in the General Settings section. All included sections for the template will be made visible.
You can edit permissions by clicking the Manage PDF Template Access link. Permission to mark templates as publicly accessible is set on the Roles page. A user who does not have permission to save public templates can still edit a template if they've been granted permission for that single template. Note that setting permissions affects only the actions that other people can take, and does not restrict visibility. Even if all permissions are denied, the sections included in the template will be visible.
To assign and edit PDF permissions:
On the Setup menu, click User Management.
In the Manage list, click PDF Templates.
Click Edit for the PDF template you want to assign permissions to.
In the User Groups/Users tab, select any user groups or users that shouldn’t have permissions for the PDF template.
Click Remove.
In the Available User Groups tab, select the user groups that should have permissions for the PDF template. You can narrow the list by selecting the Not assigned to a PDF template or Not assigned to a PDF template set check box, and then clicking Search.
Click Add. Users will be able to share a template with other users, as long as they're in the same user group.
In the Available Users tab, select the users that should have permissions for the PDF template. You can narrow the list by selecting the Not assigned to a PDF template or Not assigned to a PDF template set check box, and then clicking Search.
Click Add.
In the User Groups/Users tab, click the Allow Editing check boxes for all users and user groups that should be allowed to edit PDF templates. Other users will have read-only access.
In the PDF Template Sets tab, click any PDF Template sets that you don't want to include the PDF template in.
Click Remove.
In the Available PDF Template Sets tab, select the PDF template sets that you want to include the PDF template in.
Click Add.
Click Save.
To delete a PDF template:
On the Setup menu, click User Management.
In the Manage list, click PDF Templates.
Click the check box for the PDF template you want to delete.
In the More Actions list, click Delete PDF Template.
