Setting Global Permissions

Global permissions define the baseline access rules for all users across the entire Essal Office instance. They answer questions like: Can regular users create tags? Can all users see each other's documents? Who can use which features?

Where to Find Global Permission Settings

Go to Administration > Settings (or the system settings page)
Look for sections labelled Permissions, Access, or User defaults

The exact layout depends on your version, but the key settings are in the administration settings area.

Key Global Permission Settings

Default Document Visibility

Controls whether users can see documents they don't own by default.

Setting: **Owner only**
Behaviour: Users see only their own documents unless granted explicit permissions

Setting: **All users**
Behaviour: All authenticated users can see all documents in the system

For organisations where document privacy between colleagues is important (HR, legal, executive documents), use Owner only and grant access explicitly. For small teams with no privacy concerns, All users simplifies access management.

Feature Permissions for Regular Users

Admins can restrict or grant specific features to regular (non-admin) users:

Feature: Create tags
Who can do it by default: Varies by setting — often admin-only

Feature: Create correspondents
Who can do it by default: Varies by setting

Feature: Create document types
Who can do it by default: Varies by setting

Feature: Create custom fields
Who can do it by default: Admins only

Feature: Create workflows
Who can do it by default: Admins only

Feature: Create saved views
Who can do it by default: All users

Feature: Manage user accounts
Who can do it by default: Admins only

Granting regular users the ability to create tags and correspondents empowers them to self-manage within the archive. Restricting these to admins keeps the taxonomy controlled and consistent.

Combining Global and Object-Level Permissions

Global permissions set the default baseline. Object-level (per-document) permissions add exceptions:

Scope: Global
Example: All users can see all documents

Scope: Object override
Example: Document X is restricted to admin-only

Or:

Scope: Global
Example: Users see only their own documents

Scope: Object override
Example: Document Y is shared with the Finance group

This layered model gives flexibility — you set the system-wide default that fits most of your use case, then handle exceptions at the document level.

Recommended Settings for Small Teams

Default visibility: All users (reduces permission management overhead)
Create tags: Allow all users (staff self-manage the taxonomy)
Create correspondents: Allow all users
Workflows and custom fields: Admin only

Recommended Settings for Larger or Regulated Organisations

Default visibility: Owner only (strict by default)
Create tags / correspondents: Admin only (controlled taxonomy)
Use groups extensively to grant access by department
Use workflows to auto-grant group permissions on incoming documents