Issue
One of the team members cannot access a document.
When filing an email or document, an error appears in their drawer such as:
- "Error assigning cabinet"
- "You do not have access to this document"
- "This document is saved to a secure cabinet or secure client"
- "This document is saved to the Cabinet Name cabinet that you do not have access to"
- "You don't have access to cabinet (cabinet name) where document (reference number) is saved."
This may display when filing the email in Outlook, if the email has arrived in your In Tray, or if you import a document into your In Tray, either via drag and drop or via FYI - My Imports
Causes
This could be caused by one of the following. See below for the solution for each of these.
- Document has been filed to a cabinet that you do not have access to
- When filing a document, selecting the Client sets the Cabinet as one that the user does not have access to
- Email is part of a Thread
- Check if the Document has been Deleted
- Check if the document was in Co-edit and the Cabinet was changed
- Document has been sent to or received from a client that you do not have access to
- Document has been filed but there is no cabinet selected
Document has been filed to a cabinet that you do not have access to
The document has been filed to a cabinet that you do not have access to. Access to cabinets can be controlled with the User Groups. Refer to Managing User Groups.
Solution
The FYI Admin should be able to locate the document or email in question, as they have access to all documents. An FYI Admin needs search for the document or email you cannot access and check the Cabinet in the Filing Details of the email or document.
- If it is a single use-case:
The document can be refiled from the restricted cabinet to another cabinet by any user with access to both cabinets (for example, an FYI Admin).
If the document is in a user's In Tray, an FYI Admin can include the Filing Status column in a Documents list to locate it. Refer to FYI Admin view of all Users' In Trays. - The client has a cabinet set in their Filing Defaults that the user does not have access to set in their Filing Defaults, the email is auto-filed, and the user has been included in the addressees of an email. Refer to Setting Filing Defaults for a Client.
Use the solutions in the step above.
In the interim, the available workarounds for new emails coming in are to either:
Untick Include in autofile on the client
or
Change the cabinet in the clients Filing Defaults. - If this is a widespread issue:
An FYI Admin should check and update cabinet permissions in User Groups and the Group that has been assigned to users. Refer to Managing User Groups and Managing Users.
Return to Causes
When filing a document, selecting the Client sets the Cabinet as one that the user does not have access to
If a user imports a document into their In Tray, either via drag and drop or via FYI - My Imports, and the client is as yet unknown, the Filing Defaults are set as per the user's settings.
When the user selects the client, and the client's Filing Defaults are set to a Cabinet that the user does not have access to, the user is unable to file the document as they do not have access to file to that Cabinet.
Solution
Have an FYI Admin, or a user with access to that Cabinet, file the document on behalf of the user who does not have access. To avoid this happening in the future, update the Client's Filing Defaults (in the Client - Settings tab) to a Cabinet that can be accessed by the user.
Or an FYI Admin can change the user's access by assigning the user to a different group or updating the cabinet permissions in User Groups and the Group that has been assigned to users. Refer to Managing User Groups and Managing Users.
Return to Causes
Email is part of a Thread
If an email is part of a thread and an earlier email in a thread was filed to a cabinet the user does not have access to, if relevant, an FYI Admin can include the user in that cabinet as above.
Return to Causes
Check if the Document has been Deleted
You can check if a document has been deleted through your Deleted Views. Refer to Deleting Documents and Recovering Deleted Documents and Deleting Emails and Recovering Deleted Emails.
Once resolved, to find the document inside FYI refresh the document list and check if the document is present/accessible. Refer to Refreshing a view in Using the Documents Lists.
Return to Causes
Check if the document was in Co-edit and the Cabinet was changed
If the document was in Co-edit and it was refiled, this can cause an issue if a Cabinet was selected that some users do not have access to. If a document is in Co-edit, it is recommended to finish Co-editing, change any filing details and then Co-edit again.
Return to Causes
Document has been sent to or received from a client that you do not have access to
This would be where Client Security has been enabled for that client and you have not been included in the Client Security and an email that you sent or received is from that client.
Solution
An FYI Admin, or a team member who has access to that client, needs to check this and if relevant. an FYI Admin can include you in the access. Refer to Client Security.
Return to Causes
Document has been filed but there is no cabinet selected
The FYI Admin should be able to locate the document or email in question, and check this.
Solution
If this has occurred, please escalate the matter to our support team as this should not be possible.
Return to Causes