Work with .XML Files

Import New Users and Groups from an .XML File

Comprehensive user and group information can be imported into Eclipse SE Admin using an .XML file containing the proper syntax, elements, and attributes. All user, group, and group membership details can be imported at one time if desired.

An .XML file can be created as explained in the following paragraphs, or a file can be created with the Export function explained in Exporting User and Group Details to an .XML File.

For those users who plan to create their own .XML file, it is assumed that you have the requisite .XML knowledge. To understand the elements and attributes that can be defined in the file, read the rest of this topic.

Creating the .XML file

To create the .XML file to be imported into Case Management:

1. Export an .XML file or create an .XML file using any program that will allow you to create a properly defined .XML file with an extension of .GRP.

The basic file content is as shown in the following figure.

2. Include the user attributes listed in the following table.

Notes:

• All elements must be declared, even if you are not going to use the .XML file to define particular information. Use correct .XML syntax for undefined elements, for example, to define only users, include
  <Groups /> for the Groups element.

• Attribute values must be included in quotation marks, as in:
  UserID="E710431"

• Multiple attribute values, such as for privileges, must be separated with a comma, as in: Privilege="8,9,10,16,17,18"

• All attributes must be included, even if you are not going to use the .XML file for the particular information. In that case, leave the attribute value empty, as in: Privilege=""



Basic .XML File Content for User/Group Definition

 

XML for Defining Groups and Users

Element/ Attributes	Attribute Values	Notes
<Root>	-	The file’s root element.
<Groups>	-	Container element for all individual Group elements
<Group>	-	Individual group definition.
GroupID=	Any characters comprising an ID	Group’s name
Description=	Any characters comprising a description	Description for the group (up to 160 characters)
Role=	0 - 3	Role assigned to the group. See values in Role attributes
Privilege=	1 - 60	Privileges assigned to the group. See values in Privilege attributes
<Users>	-	Container element for all individual User elements.
<User>	-	Individual user definition.
UserID=	Any characters comprising an ID	User’s identification
FullName=	Any characters comprising a name	User’s name
Inactive=	0	Active user
	1	Inactive user
Role=	0 - 3	Role assigned to the user. See values in Role attributes
Privileges=	1 - 60	Privileges assigned to the user. See values in Privilege attributes
<GroupRoles>	-	Container element for a user’s Group Role elements.
<GroupRole>	-	A user’s group role and privilege details when they differ from that of the group.
GroupID=	The group’s name exactly as it is defined	Group to which the user belongs in which the following role/privileges apply. This group must be defined either in the .XML file’s Group section, or in Case Management.
Role=	0-3	The user’s role within the group. See values in Role attributes
Privilege=	1 - 60	The user’s privileges within the group. See values in Privilege attributes

3. Save the file with an extension of .GRP.

 

Role attributes

Use the following attributes to define roles in the .XML file.

Attribute Value	Definition
0	Standard User or None (Not Set)*
1	Power User
2	Case Administrator
3	Super Administrator
* If the attribute 0 is used with no privileges assigned, then the role will be None, or (not set). This can be used for group or group role definitions (not individual user). If the attribute 0 is used with the privilege attribute of 4, the role will be Standard User (view-only). See the description for attribute 4 in Privilege attributes

 

Privilege attributes

Use the attributes listed in the following table to specify user or group privileges in the .XML file. See Default privileges for more information on these privileges.

Privilege Attributes

Privilege Group	Privilege Description	Privilege #
Standard User (View-Only) Designator	Use this privilege with the Standard User Role (role attribute 0) to define a Standard User with view-only privileges. This may be used as part of a user, a group, or a group role definition. If a user is to have the Standard User role with some additional privileges, this attribute is also included.	4
Administrator Privileges	Commit Scanned Documents to Case	59
	Create a Tag/Group	25
	Create and Manage Batches	51
	Create New Case	61
	Export Case Data	7
	Import Case Data	1
	Lock Tag Groups	28
	Merge and Split Documents	49
	Modify a Tag/Group	31
	Modify Case Setup	62
	Modify Tag Relationship Rules	34
	Produce Case	2
	Scan Documents	58
Folder Privileges	Create Journals	44
	Create Private Folders	40
	Create Smart Folders	41
	Delete/Modify Smart Folders	43
	See Smart Folders	42
	View Case Alerts	46
	View Case Instructions	32
Image Privileges	Create Annotations	15
	Create Redactions	17
	Email Image(s)	50
	Modify/Delete Other Users’ Annotations	16
	Print Image(s)	23
	See Underneath Redactions1 For more information about redaction privileges, see About redaction privileges.	19
	Modify/Delete Other Users’ Redactions2 May be included only if the See Underneath Redactions privilege is selected.	18
	View Annotations	39
Layout Privileges	Modify Grid Display	38
	Modify Record View Display	47
	Modify Window Layout	37
Main Desktop Privileges	Create TIFF/PDF on the Fly	9
	Export Data	12
	Launch Native Files	10
	Replicate Data	57
	View Non-Discovery Documents	11
Record Privileges	Add to Pick Lists	56
	Edit a Record	21
	Create a Record3 May be included only if the Edit a Record privilege is selected.	20
	Delete a Recordc	24
	Global Replacec	14
Report Privileges	Print Reports	48
	Tally	52
Tag Privileges	Apply Doc Level Tags	26
	Apply Page Level Tags	36
	Modify Tag Palette Layout	33
	Override Tag Relationships	35
	Remove other User’s Tags	27
	Update Locked Tags	29
	View Tags	30
Transcript Privileges	View Transcripts	53
	Edit Transcript Annotations4 May be included only if the View Transcripts privilege is selected.	55
	Import Transcripts	60
	View Transcript Annotationsd	54

 

Roles and privileges examples

The following table lists various user and group scenarios and explains how the roles and privileges will be specified in the .XML file.

User/ Group	What is Needed	XML Example
User 1	User 1 needs a “base” user role of Standard User (view-only privilege).	In a <User> section... Role=”0” Privileges=”4”
User 2	User 2 needs a base user role of Standard User with some privileges.	In a <User> section... Role=”0” Privileges=”4,15,16,17”
User 3	User 3 needs a member role of (not set).	In a <GroupRole> section... Role=”0” Privileges=””
User 4	User 4 needs a member role of Power User with some additional privileges.	In a <GroupRole> section... Role=”1” Privileges=”1,7”
Group 1	Group 1 needs a group role of Case Administrator with no additional privileges.	In a <Group> section... Role=”2” Privileges=””
Group 2	Group 2 needs a group role of (not set) so that individual user role/privileges will be used.	In a <Group> section... Role=”0” Privileges=””

Import .XML File Contents

Once an .XML file has been created, import it as follows:

1. If the extension on the .XML file is not .GRP, change the extension to .GRP.

2. Start Eclipse SE Admin and log in as a Super Administrator.

3. Click the Case Management tab.

4. In the navigation panel, expand the User/Group Management menu and click User Management.

5. In the left pane of the User Management workspace, select Advanced > Import Users > User/Group XML (.grp) and one of the following commands:

   • Overwrite Existing Data: Users and/or groups in the .grp file that are already defined will have their roles/privileges/descriptions/memberships overwritten. Users and/or groups in the .grp file that are not defined will be created.

   • Merge With Existing Data: Users and/or groups in the .grp file that are already defined will not have their roles/privileges/descriptions/memberships overwritten. Users and/or groups in the .grp file that are not defined will be created.

(If you cannot see the menu, expand the width of the left pane by dragging its right separator line.)

6. In the Import Groups and Users dialog box, click Select Import File.

7. In the Select Group/User definition file dialog box, navigate to and select the needed .XML (.GRP) file, then click Open.

8. Review the information presented on all tabs of the dialog box. If the information is satisfactory, click OK.

If the information does not appear as expected, or too many problems are listed on the Errors tab, click Cancel, then review and correct your .XML file. See Creating the .XML file for details.

9. Depending on what was defined in the .XML file, you may need to complete user definitions as described elsewhere in this topic. For example, if you did not define privileges in the file, you may want to change certain user’s privileges.

10. If needed, inform users of their log-in names and passwords.

Exporting User and Group Details to an .XML File

User and group details can be exported to an .XML file, which can be useful for moving/copying Eclipse SE user data.

To export user and group details from Eclipse SE to an .XML file:

1. Start Eclipse SE Admin and log in as a Super Administrator.

2. Click the Case Management tab.

3. In the navigation panel, expand the User/Group Management menu and click User Management.

4. In the left pane of the User Management workspace, select Advanced > Export Users > User/Group XML (.grp). (If you cannot see the menu, expand the width of the left pane by dragging its right separator line.)

5. In the Select Group/User definition file dialog box, navigate to the folder in which the file should be created.

6. Enter a name in the File name field or select an existing file to be overwritten and click Save.

In response to the confirmation message(s), click OK. The file will be saved with an extension of .GRP.

 

Related Topics

Overview: Security

Control System Access Using Groups, Users, Roles, and Privileges

Add a User

Edit or Remove a Group