Creating and managing policy sets

Policy sets are used to group policies that have a common business purpose. Policy sets can be made available to a subset of users in the system.

Each policy set has at least one associated policy set coordinator. The policy set coordinator is an administrator or a user who has additional permissions. The policy set coordinator is typically a specialist in the organization who can best author the policies in a given policy set.

Policy set coordinators can perform these tasks:

  • Create new policies

  • Edit and delete any policy in the policy set

  • Edit policy set settings

  • Add and remove coordinators for the policy set

  • View policy and document events for any policy or document within the policy set

  • Revoke access to documents

  • Switch policies for the document

Policy sets are created and deleted in the Rights Management administrator interface by super users and policy set coordinators who have permission to do so.

When you delete a policy set, policies that were part of the set cannot be applied to new documents. However, you can view the policy information in both the Administration Console and the end user web pages for policies that are still in use. You can view the policy information from the document detail page for any document protected by the policy. Policies still in use can be edited.

The super user or policy set coordinator adds domains that are created in User Management to the visible user and group for each policy set. This list is visible to the policy set coordinator and is used to put limits on which domains the policy set coordinator can browse when choosing users to add to policies.

When you create policy sets, you assign users the role of document publisher. The document publisher is the user who protects the document with a policy. This user is, by default, always included on a policy with full access rights, including revoke and policy switching capabilities. However, administrators can change the document publisher’s access rights for shared policies. For example, the administrator can disable the document publisher’s right to revoke document access or switch the policy. If an administrator switches the policy attached to the document, the Publisher name will be updated to the name of the owner of the policy last applied to the document.

Upon installation of Rights Management, a default policy set is created called Global Policy Set. This policy set is managed by the administrator who installed the software or the policy set coordinator who is designated for this policy set.

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