{"id":5128,"date":"2024-02-21T11:06:56","date_gmt":"2024-02-21T10:06:56","guid":{"rendered":"https:\/\/help.r2docuo.com\/knowledge-base\/how-does-the-control-step-security-work-for-view-and-modify-permissions\/"},"modified":"2025-10-16T16:00:12","modified_gmt":"2025-10-16T14:00:12","slug":"how-does-the-control-step-security-work-for-view-and-modify-permissions","status":"publish","type":"ht_kb","link":"https:\/\/help.r2docuo.com\/en\/knowledge-base\/how-does-the-control-step-security-work-for-view-and-modify-permissions\/","title":{"rendered":"How the &#8220;Control&#8221; step restrictions work for View and Modify permissions"},"content":{"rendered":"\n<p>The control step allows you to create two types of restrictions to prevent a user from viewing or modifying a document, even when folder and category security allows it. There are two types of controls (both restrictive):<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Controls Allow only some<\/strong>: &#8220;Control that only&#8221;.<\/li>\n\n\n\n<li><strong>Controls Deny<\/strong>: &#8220;Prevent&#8221;.<\/li>\n<\/ul>\n\n<p>The controls seem symmetrical but they are not because the &#8220;Allow&#8221; control implies &#8220;deny the rest&#8221;, i.e., it is also restrictive.<\/p>\n\n<h3 class=\"wp-block-heading\">How is the control step combined with folder or category permissions?<\/h3>\n\n<p>The control step is designed to add <strong>additional restrictions<\/strong> to folder and category security. Therefore:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>If a document is not visible by folder and category security, the control step can NOT make the document visible.<\/li>\n\n\n\n<li>If a document is not modifiable by folder and category security, the control step can NOT make the document modifiable.<\/li>\n<\/ul>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-success\"><strong>Tip<\/strong>: Design the security of your R2 Docuo repository with permissions on folders and categories. Use the control step to configure <strong>additional restrictions<\/strong> to these permissions.<\/p>\n\n<h3 class=\"wp-block-heading\">Combination of several controls of different types affecting the same user<\/h3>\n\n<p>When there are several &#8220;Prevent that&#8221; controls or a single &#8220;Control that only&#8221; control, the result is clear.  <\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon\"><strong>Tip<\/strong>: Try to define your restrictions with several &#8220;Prevent that&#8221; controls or with a single &#8220;Control that only&#8221; control.<\/p>\n\n<p>However, it is possible to create controls of both types for the same user, in this case the &#8220;Control that only&#8221; controls will prevail over the &#8220;Prevent that&#8221; controls, but the reading is less clear.  <\/p>\n\n<p>The steps Docuo follows to calculate whether the restriction applies or not, when several controls of both types affect the same action, are explained below:<\/p>\n\n<ol class=\"wp-block-list\">\n<li><strong>The &#8220;Prevent&#8221; controls that apply to the user<\/strong> or a group of the user <strong>are searched for<\/strong>.\n<ul class=\"wp-block-list\">\n<li>If users or groups are specified:<br\/>&#8220;<em>Prevent USER from seeing document X<\/em>&#8221; \u2192 USER does not see it.<\/li>\n\n\n\n<li>If neither users nor groups are specified:<br\/>&#8220;<em>Prevent ANYONE from viewing document X<\/em>&#8221; \u2192 the control is ignored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>The &#8220;Control that only&#8221; controls that do not apply to the user<\/strong> or to any user group <strong>are searched for<\/strong>. Note that <mark style=\"background-color:#f0644a\" class=\"has-inline-color has-white-color\">the &#8220;Control only&#8221; controls created for one user, are really a way to create &#8220;Prevent that&#8221; controls for the rest of the users<\/mark> that are not included in that control:\n<ul class=\"wp-block-list\">\n<li>If users or groups are specified:<br\/>&#8220;<em>Control that only John can see document X<\/em>&#8221; \u2192 USERS other than John do not see it.<\/li>\n\n\n\n<li>If neither users nor groups are specified:<br\/>&#8220;<em>Control that only NO ONE can see document X<\/em>&#8221; \u2192 no user can see it.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>The <\/strong><strong>&#8220;Control that only&#8221;<\/strong> <strong>controls <\/strong><strong>that apply to the user<\/strong> or a group of the user <strong>are searched for <\/strong>.\n<ul class=\"wp-block-list\">\n<li>&#8220;<em>Control that only USER can see document X<\/em>&#8221; \u2192 USER sees it (if he can see it because of permissions and folder security).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Combination of the resulting controls<\/strong>. Once all the controls that apply to the user have been obtained, proceed as follows:\n<ul class=\"wp-block-list\">\n<li>If there are no &#8220;Prevent that&#8221; or &#8220;Control that only&#8221; controls \u2192 It is seen (if it can be seen by permissions and folder security).<\/li>\n\n\n\n<li>If there are only &#8220;Prevent that&#8221; controls (come from step 1 or indirectly from step 2) \u2192 Not seen.<\/li>\n\n\n\n<li>If there are only &#8220;Control that only&#8221; controls \u2192 It is seen (if it can be seen by permissions and folder security).<\/li>\n\n\n\n<li>If there are both &#8220;Prevent that&#8221; controls (come from step 1 or indirectly from step 2) and &#8220;Control that only&#8221; controls that affect the user \u2192 It is seen (if it can be seen because of permissions and folder security).<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">When is the control step applied?<\/h3>\n\n<p>The control step restrictions are calculated for each action, based on the folder and category permissions.  <\/p>\n\n<h3 class=\"wp-block-heading\">Is there a difference between applying a control on a user or on one of the groups to which the user belongs?<\/h3>\n\n<p>Unlike the security in Folders and Categories, in the Control step there is no priority of the <strong>controls applied to a user <\/strong>over the <strong>controls applied to a group<\/strong> to which the user belongs.  <\/p>\n\n<h3 class=\"wp-block-heading\">How efficient is the security of the control passage?<\/h3>\n\n<p>Folders and Categories security uses an internal cache to ensure performance. This means that a change in folder and category permissions may take a few minutes to apply, but once applied, it ensures optimal performance.  <\/p>\n\n<p>On the other hand, the restrictions of the control step are calculated for each access, based on the resulting security of folders and categories. This means that:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>The control step constraints are applied immediately (there is no delay to calculate a cache).<\/li>\n\n\n\n<li>Control step constraints, if excessive or overly complex, can adversely affect the performance of R2 Docuo.<\/li>\n<\/ul>\n\n<p><\/p>\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The control step allows you to create two types of restrictions to prevent a user from viewing or modifying a document, even when folder and category security allows it. There are two types of controls (both restrictive): The controls seem symmetrical but they are not because the &#8220;Allow&#8221; control implies&#8230;<\/p>\n","protected":false},"author":1,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"content-type":"","footnotes":""},"ht-kb-category":[64],"ht-kb-tag":[],"class_list":["post-5128","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-control"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How the &quot;Control&quot; step restrictions work for View and Modify permissions - R2 Docuo | Help center<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How the &quot;Control&quot; step restrictions work for View and Modify permissions - R2 Docuo | Help center\" \/>\n<meta property=\"og:description\" content=\"The control step allows you to create two types of restrictions to prevent a user from viewing or modifying a document, even when folder and category security allows it. 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