Security Groups

Part III: Environment Items > Security Groups > Security Functions > Transfer-out Security Groups

Security Groups

An XTRAC security function is the name of an action or feature that determines what an operator can do in XTRAC. A security group is a set of XTRAC security functions that you can use to control and limit the actions that an operator can perform.

For example, if the operator’s security group contains the Create Work Item security function, the operator can create work items while working in XTRAC Workbench or XTRAC Work Manager. If the operator’s security group does not contain the Generate Correspondence security function, the operator cannot attach correspondence to a work item.

For operators who are administrators and use XTRAC Administration to create, modify, and delete XTRAC components, the security group must contain either of the following functions:

The component function and the Create, Update, or Delete security functions. For example, the Access Group security function and the Create security function let an XTRAC administrator define an access group.
The specific combined security function. For example, Create Operator, Delete Entitlement, Retrieve Operator Profile, and Update URL.

Transfer-out Security Groups

Transfer-out security groups define which operators can transfer work items out of a queue. To transfer work items out of a queue, an operator must belong to one of the transfer-out security groups that are assigned to the queue. Personal queues do not use transfer-out security groups.

For an operator to transfer a work item out of a queue that uses transfer-out security groups, the following statements must be true:

The operator must belong to one of the queue’s transfer-out security groups.
The operator’s security group must include the Transfer security function.
The Allow items to be manually transferred out of this queue option must be checked for the queue that the work is being transferred from or there must be no transfer rules that apply to the work item.

If no transfer-out security groups are associated with the work queue, the operator’s security group is not considered. The operator does not need to belong to the queue's transfer-out security group. The other two conditions always need to be true for manual transfers to occur.

Note: Do not define transfer-out security groups on the following items:

Queues that are used with integration rules (with the On Success Transfer To field).
The Transfer Queue in the exception policy. If you want to limit who can transfer out of this queue, ensure that GLOBAL is listed at a minimum, so that the system integration user can transfer the item.

Creating a Security Group

Note: To define a security group, you need the Create Security Group security function as part of the security group that is associated with your entitlement set.

To create a security group

In Feature Explorer, click Environment > Security Groups.
In the Security Groups Summary window, click New.
In the Security Group Detail window, in the Name field, type a name for the security group (up to 30 characters).
In the Description field, type a description for the security group (up to 60 characters).
Click Add.
In the Select Security Functions window, select the security functions to add to the group.

You can use standard Windows options to select all of the security functions, consecutive security functions, or non-consecutive security functions.

Note: To remove one or more security functions from a security group, in the Included Security Functions list, select the functions, and then click Remove.

Click OK.

XTRAC lists the security functions in the Security Group Detail window.

(Optional) In the Change Request ID field, type the ID for the change request (up to 30 characters).
(Optional) In the Memo field, type the reason for creating the security group (up to 60 characters).
Click Save.

XTRAC saves the security group and lists it on the Security Group Summary window.

Security Functions

XTRAC divides security functions into the following groups:

System
See System.
XTRAC Administration
See XTRAC Administration.
XTRAC Correspondence Administration
See XTRAC Correspondence Administration.
XTRAC Work Manager
See XTRAC Work Manager.
XTRAC Workbench
See XTRAC Workbench.

System

The System function group enables access to the following XTRAC applications:

XTRAC Administration
XTRAC Archive Viewer

IMPORTANT: Use caution when assigning view access to archived work items. Some fields might contain sensitive information that is not intended for general viewing. XTRAC does not use any work item rules when it retrieves and displays the work item data. Instead, all fields display.

XTRAC Work Manager
XTRAC Workbench

XTRAC Administration

The Administration function group applies to XTRAC Administration. You can assign the following functions to XTRAC administrators:

Function	Description
Access Group	View access groups.
Account Type	View account type values.
Administration Group	View administration groups.
Administration History	View administration history.
Administration Migration	Schedule data migrations.
Cause	View cause values.
Communication Type	View communication type values.
Company	View company values.
Country	View country values.
Create	Create a new record.
Create Business Calendar	Create business calendars.
Create Common Field Group	Create common field groups.
Create Email Field Mapping	Create mapping between Outlook email fields and XTRAC fields.
Create Email Interaction Rule	Create email interaction rules.
Create Email Recipient Rule	Create email recipient rules.
Create Entitlement	Create entitlement sets.
Create Exception Policy	Create exception policies.
Create External Service	Create external services.
Create Integration Rule	Create integration rules.
Create Metadata Field Rule	Create metadata field rules.
Create Metadata Selection	Create metadata field selections.
Create Milestone Rule	Create milestone rules.
Create Operator	Create operator profiles.
Create Organization	Create Organizations.
Create Process Complete Rule	Create process completion rules.
Create Purge Rule	Create purge rules.
Create Queue Complete Rule	Create queue completion rules.
Create Queue Group	Create queue groups.
Create Records Mgmt Rule	Create records management rules.
Create Security Group	Create security groups.
Create URL	Create URLs.
Defined Search Rule	View defined search rules.
Delete	Delete selected records.
Delete Business Calendar	Delete business calendars.
Delete Common Field Group	Delete common field groups.
Delete Email Field Mapping	Delete email field mappings.
Delete Email Interaction Rule	Delete email interaction rules.
Delete Email Recipient Rule	Delete email recipient rules.
Delete Entitlement	Delete entitlement sets.
Delete Exception Policy	Delete exception policies.
Delete External Service	Delete external services.
Delete Integration Rule	Delete integration rules.
Delete Metadata Field Rule	Delete metadata field rules.
Delete Metadata Selection	Delete metadata field selections.
Delete Milestone Rule	Delete milestone rules.
Delete Operator	Delete operator profiles.
Delete Process Complete Rule	Delete process completion rules.
Delete Purge Rule	Delete purge rules.
Delete Queue Complete Rule	Delete queue completion rules.
Delete Queue Group	Delete queue groups.
Delete Records Mgmt Rule	Delete records management rules.
Delete Security Group	Delete security groups.
Delete URL	Delete URLs.
Department	View department values
Duplicate Search Rule	View duplicate search rules.
Node	View nodes.
Note Name	View note name values.
Notification Filter Rule	View notification filter rules.
Party Type	View party type values.
Printer	View printer definitions.
Priority Rule	View priority rules.
Retrieve Business Calendar	View business calendars.
Retrieve Common Field Group	View common field groups.
Retrieve Email Field Mapping	View email field mappings.
Retrieve Email Interaction Rule	View email interaction rules.
Retrieve Email Recipient Rule	View email recipient rules.
Retrieve Entitlement	View entitlement sets.
Retrieve Exception Policy	View exception policies.
Retrieve External Service	View external services.
Retrieve Integration Rule	View integration rules.
Retrieve Metadata Field Rule	View, move, and activate metadata field rules.
Retrieve Metadata Selection	View, move, and activate metadata field selections.
Retrieve Milestone Rule	View milestone rules.
Retrieve Operator Profile	View operator profiles.
Retrieve Organization	View organization options.
Retrieve Process Complete Rule	View process completion rules.
Retrieve Process Definition	View process definitions.
Retrieve Purge Rule	View purge rules.
Retrieve Queue Complete Rule	View queue completion rules.
Retrieve Queue Group	View queue groups.
Retrieve Records Mgmt Rule	View records management rules.
Retrieve Security Group	View security groups.
Retrieve URL	Retrieve URLs.
Rule List Group	View rule list groups.
Sampling Rule	View sampling rules.
Source System	View source systems.
Split Rule	View split rules.
Status	View status values.
Subcause	View subcause values.
Suspend Reason	View suspend reason values.
Suspend Rule	View suspend rules.
Transfer Rule	View transfer rules.
Unlock Work Item	Unlock work items.
Update	Update an existing record.
Update Business Calendar	Update business calendars.
Update Common Field Group	Update common field groups.
Update Default Work Item Rule	Update the default work item rule.
Update Email Field Mapping	Update mappings between Outlook email fields and XTRAC fields.
Update Email Interaction Rule	Update email interaction rules.
Update Email Recipient Rule	Update email recipient rules.
Update Entitlement	Update entitlement sets.
Update Exception Policy	Update exception policies.
Update External Service	Update external services.
Update Integration Rule	Update integration rules.
Update Metadata Field Rule	Update metadata field rules.
Update Metadata Selection	Update metadata field selections.
Update Milestone Rule	Update milestone rules.
Update Operator	Update operator profiles.
Update Organization	Update organization options.
Update Process Complete Rule	Update process completion rules.
Update Process Definition	Update process definitions.
Update Purge Rule	Update purge rules.
Update Queue Complete Rule	Update queue completion rules.
Update Queue Group	Update queue groups.
Update Records Mgmt Rule	Update record management rules.
Update Security Group	Update security groups.
Update URL	Update URLs.
User-Defined Field	View fields defined by customers.
Work Item Rule	View work item rules.
Work Item Update Rule	View work item update rules.
Work List Rule	View custom work list rules.
Work Queue	View work queues.
Work Selection Rule	View work selection rules.

XTRAC Correspondence Administration

The Correspondence Administration function group applies to XTRAC Administration. You can assign the following functions to XTRAC administrators:

Function	Description
Approval Groups	View approval groups.
Correspondence Administration	Access correspondence administration.
Correspondence Generation Rule	View correspondence generation rules.
Correspondence Type Groups	View correspondence type groups.
Correspondence Types	View correspondence types.
Internal Message Templates	View internal message templates.
Letter Templates	View letter templates.
Paragraph Selection Rule	View paragraph selection rules.
Paragraph Templates	View paragraph templates.
Paragraph Type	View paragraph types.
Printer Groups	View printer groups.

XTRAC DocVault

The DocVault function group applies to XTRAC Administration. You can assign the following functions to XTRAC administrators:

Function	Description
Change of Address	Submit an address change request.
Investment Plan Change	Manage investment plans.
My Work List	Account Management: View my work list.
Service Request	Submit service requests.

XTRAC Work Manager

The Work Manager function group affects the XTRAC Work Manager client and the XTRAC Workbench client. You can assign the following functions to the security group of an XTRAC operator:

Function	Description
Additional Fields	View fields not currently displayed on a work item.
All Attachments	Attach any document to a work item. Applies to FileNet only.
Annotate Attachment	Annotate image documents opened in the XTRAC Viewer.
Copy	Copy work items.
Create Parties	Create work item parties.
Create Work Item	Create work items.
Description	Add or append text to the Description field.
Duplicate Search	Automatically trigger a new duplicate search rule (based on a before create or after create event) when adding a new work item.
FileNet Attachments	Attach FileNet documents to XTRAC work items.
Generate Correspondence	Generate and work with customer correspondence.
Internal Message	Generate and view internal messages.
Log Out of FileNet	Automatically log out of FileNet when the operator closes a work item in XTRAC Viewer, switches to another work item, switches to another document attached to the same work item (if it is stored in another FileNet system), or closes a document from inside the XTRAC Viewer. XTRAC Viewer automatically logs out when an attempt to save a document to FileNet fails or when XTRAC Viewer is unable to load a document from FileNet. After the XTRAC Viewer logs out of FileNet, there might be a slight decrease in performance when XTRAC Viewer logs in again.
Manual Duplicate Search	Perform a manual search to see if there is a duplicate work item, based on duplicate search rules.
Manual Link	Manually link work items.
Merge	Merge data from source work item to destination work item.
Note	Add notes to work items.
Parties	View parties.
Print	Print a work item, a work list, or a search results list.
Print Correspondence	Print customer correspondence.
Remote	Obtain IBR information from a remote XTRAC system. This feature is not available for this release.
Remote Search	Perform an IBR search on a remote system. This feature is not available for this release.
Reset Node	Set the default node for the current session.
Resume	Manually resume a suspended work item.
Rule 351d	View historical rule 351(d) complaint.
Search	Search for work items.
Split	Manually split work items.
Suspend	Manually suspend work items.
Transfer	Manually transfer work items to a queue or operator within the work access group.
View Attachments	Start the XTRAC Viewer and view attachments other than correspondence.
View Correspondence	View customer correspondence.
Work History	View work item history.
Work List	View a work list.

XTRAC Workbench

You can assign the following Work Manager functions to the security group of an XTRAC Workbench operator. The following security functions apply to XTRAC Workbench only:

Function	Description
Annotation Create	Add annotations to a document.
Annotation Delete	Delete annotations from a document.
Annotation Edit	Edit annotations on a document.
Annotation Create Redaction	Add redactions to a document.
Annotation Delete Redaction	Delete redactions from a document.
Custom Callbacks	Enable and disable custom callbacks.
Delete Attachment	Deletes attachment associated to a work item.
Delete Document	Deletes document from the repository.
Doc Split Work Item Create	Create a new work item when splitting a document.
Doc Split Work Item Copy	Copy work item data when splitting a document.
Image Reorder	Reorder the pages of an attachment associated to a work item.
Logging Level	Set trace logging levels.
My Stuff	View my stuff.
Resume Items Frozen by System	Manually resume an item that is frozen for system processing.
Split Family	View all work items in the split family.
Split Family History	View history of the entire split family.
Watermark Create	Add watermarks to a document.
Watermark Delete	Delete watermarks from a document.
Work List Column Configuration	Define column configuration for work lists.
Work List Sort Order	Set sort order for work lists.