Managing Project Files: Configuration of Tags and File Access

When multiple people work on a project, not everyone should be able to work with every project file in the same ways. In MYOB Acumatica, you can manage this through tag-based access.

With this approach to access, you label project files with tags—labels you assign to control access to files—and define what each user role can do with files that have those tags. You do this by assigning access levels to each role for a tag. For example, some user roles may have view-only access, while others can update or even delete specific project files.

Attention: The functionality is available in the Modern UI when the Document Management feature is enabled on the Enable/Disable Features (CS100000) form.

Tag and File Access Setup

You start configuring access to project files by setting up tags on the Configure Tags (PM201500) form. You perform these general steps:

  1. Assigning access rights to the Untagged node, which is used internally for all files without tags.
  2. In the Tags pane, creating a tag (each represented by a node) under the All Tags node.
  3. In the Access Rights table, assigning each role’s access level to the new tag.
  4. Repeating the two previous steps as needed for each tag.

Each user role’s assigned access level determines how users with the role can—and can’t—work with files with the tag. For each user role, you assign one of these access levels to each tag:

  • Revoked (default): Users can't access the tag or its files.
  • View Only: Users can view and download the files.
  • Create Version: Users can view, download, and check out the files, as well as upload new versions.
  • Upload: Users can view, download, check out, and upload new files. They can also upload new versions and assign the tag.
  • Delete: Users can perform all the actions above; they can also delete the files.
Attention: If a file has multiple tags to which your user role has different access levels, the system applies the most permissive access level.

Tag-Based Access to Project Files

In an out-of-the-box system, the following default system nodes appear on the Tags pane of the Configure Tags (PM201500) form:

  • All Tags: The top-level node under which you create all tags
  • Untagged: A system tag that’s invisible to users and added to each file with no other tags

You start by assigning access rights to the Untagged node. The system applies these access rights to all files without tags.

Then you create tags under All Tags. You can create tags within tags for better visibility and easier maintenance.

Important: A new tag doesn’t inherit the roles' access levels from the parent tag—you must assign the needed access levels to each tag.

You add a new tag by clicking Add in the Tags pane and entering the tag's name. To nest the tag under another tag, select that tag in the Parent Tag box; otherwise, the tag will be under All Tags.

For each role, you select the needed level in the Access Rights column. The default access level, Revoked, is assigned to the remaining user roles.

Now that you’ve created all the tags and assigned access rights to them, you can assign tags to project files. For details, see Managing Project Files: Centralized File Management.