Rights Management via Record Phase

Introduction

A new field RightsManagement.RecordPhase is introduced to offer rights/access management of records depending on whether they are published or not.

Linking record statuses and record phases

Each record belongs to one phase: Concept, Published or Archived. To which phase a record belongs depends on the status of the record. The following table gives an overview:

Record Status	Concept or Published?

Record Status	Concept or Published?
New	Concept
Draft.Invalid	Concept
Draft.Valid	Concept
Submitted	Concept
Processing	Concept
Published	Published
Destructed	Published
Rejected	Concept
RejectedForCorrection	Concept
Destructed	Archived

Rights management / User functions

When returning records in the API, a query filter on RightsManagement.RecordPhase is always added internally, depending on the functions of the user. In this way, users have restricted access to records depending on the phase:

Function	Description	Query Filter

Function	Description	Query Filter
`ACCESS_PHASE_CONCEPT`	users with this function can see records in the concept phase	`RightsManagement.RecordPhase:Concept`
`ACCESS_PHASE_PUBLISHED`	users with this function can see records in the published phase	`RightsManagement.RecordPhase:Published`
`ACCESS_PHASE_ARCHIVED`	users with this function can see records in the archived phase	`RightsManagement.RecordPhase:Archived`

System users by design have all functions, including all ACCESS_PHASE functions, meaning these system users will automatically have access to all phases
All functions ACCESS_PHASE_CONCEPT, ACCESS_PHASE_PUBLISHED and ACCESS_PHASE_ARCHIVED are granted by default to new users

Searching on field RecordPhase

When searching on field RecordPhase:Concept, you must explicit add a query string IsInIngestSpace:*, otherwise no results will be shown as the engine adds IsInIngestSpace:1 by default, which conflicts with RecordPhase:Concept.