1. Click Admin Tools and then click Security Controls > Configure.
2. Click Create Security Group.
3. Enter a name for the security group.
4. Select a Group Type for how security clearance will be applied for this group:
   • All = Users must have all security marks from the group that are applied to a file to see that file.

     Example: A Security Group named Training contains security marks of Media and Data Handling. To see a file marked as both Media or Data Handling, then a user must have both Media and Data Handling clearance.

   • Any = Users must have at least one of the security marks from the group that are applied to a file to see that file.

     Example: A Security Group named Nationality contains security marks of UK, US, and Aus. To see a file classified as UK and US, then a user must have UK and / or US clearance.

   • Hierarchical = Security marks are ranked in the order they're created. The mark created first in a security group has the greatest clearance, the one created last the least clearance.

     Example: The predefined Classification group has marks of Top Secret, Secret, and Classified. To see a file classified as Secret, then the user must have Secret or Top Secret clearance.

5. Click Create.

   Once you've created a security group you can:

   • Click on the group to add security marks to it [28]
   • Click to edit the group name.
   • Click to delete the group. You can't delete a group or its marks if it contains marks that are assigned to content.
     Note: No-one else can access a security group until you add security marks to it.

     Once marks are added to the group, only users who have been assigned one of the marks can see the group.

1. Click Admin Tools and then click Security Controls > Configure.
2. Click on a security group.
   Tip: You can't add security marks to the predefined Classification security group.
3. Enter a name for a new security mark.

   You can use the same names for marks in different security groups, but within a security group each name must be unique.

4. Click Create.
5. Now repeat until you have added all the security marks you want to (you can always add more later).
   Note: You can always click to delete a security mark from the group. You can't delete a mark that's been assigned to a file. If you delete the last mark from a group then no-one else can access the group until you add marks to it.

1. Click Admin Tools and then click Security Controls > Assign.

   Users and groups are shown with their current classification clearance (the predefined security group).

   • Top Secret - Can see all files and records with any classification level
   • Secret - Can see secret, confidential, and unclassified files and records
   • Confidential - Can see confidential, and unclassified files and records
   • No Clearance - Can see unclassified files and records

   Hover over Details to see all security groups and security marks assigned to a user.

   Note: You won't see marks assigned to a user if you don't have clearance for them.
2. Type a user's name or group name into the filter box to find the user / group.
   Tip: You can sort users by clicking Name, and view a user profile by clicking a user name.

   Click to select to view Groups and Users, or just Users or Groups.

3. Hover over a user or group and click Set Security Controls next to them to change the security groups and marks they're assigned.
   Note: You can only assign Security Marks for the groups you are a part of.
4. Currently assigned security marks are highlighted. Click a security mark to assign it to the user / group, and again to unassign it.
   Note: Marks that are inherited from another group aren't shown, only marks that are assigned directly to this user / group.
5. Click Apply, and any changes you've made are applied.
   Note: If a user has marks assigned that you don't have access to then these will be unaffected by any changes you make.

1. Click Admin Tools and then click Security Controls > Classification Guides.
2. Click New Guide.
3. Enter a name for the guide.
4. Enter an Originating Organization, for example, government or other body.
5. Enter a guide publication date. This is the date when the guide should be made available.
6. Select whether to make the guide available for classifying content.

   If it's not yet ready then you can leave it Off and switch in On at a later stage.

7. Click Save.

   The guide is now listed and you can now add topics to it.

8. Click on the guide name then click New Topic.
   Tip: You can click on a guide (not the guide name) then click to edit the guide, or to delete it.
9. Enter a name and optional description for the topic.

   You can now click Save and add sub-topics, or select instructions to add to a topic.

10. To add instructions click on Security Classifications and/or Security Groups:
    • Security Classifications - Select a classification level, a classification reason, and any other required classification details
    • Security Groups - Select all the required security marks
      Note: You cannot use security marks you do not posses when classifying content, unless you also use a security mark you do posses from the same group. If you have a security mark from a security group 'any' then you can view and assign all other marks from that group. When using marks (either when Classifying Content or creating Instructions) that you don't posses, you must include a mark from the same group to avoid losing access to the content. An error will appear if you attempt to create an instruction using only a mark you don't have, or have not included a mark from the same group.
11. Click Save.

    If the guide is switched On then users can select from the topics it contains to automatically classify content.

    Note: If you delete a guide containing instructions that are currently being used to classify content, then the content will retain its classification.

    If you edit a guide's instructions then that won't modify the classification level or marks applied to content previously classified using that instruction.

1. In the File Plan hover over a record, folder, or category and select More, then Classify.

   You can classify using both Security Classification and Security Groups. You'll only see the classification options that you have security clearance for.

To autoclassify:

2. Click Add Instructions.
3. Click on a guide to view its topics.
4. Click next to the topic you want to apply instructions from then click Select.
   Tip: You can click View to check what classification level and security marks the topic instructions contain.
5. Repeat for as many topics as you want to add.
6. Click Apply.

   All the topics you've selected will have their instructions applied to the item you're classifying.

   Tip: If topics contain instructions that clash then the higher level of classification will apply. For example if you add two topics, one with a classification level of Top Secret, and one with Secret, then the Top Secret level will apply.

To add Other Classification Source References

7. Enter the name of the source document from which the classification of the item has been derived.
8. Enter the name of the organization that produced the document.
9. Enter the publication date of the document.

To manually add classifications and security marks:

10. If you want to classify a folder and its contents, select Apply Classification to Folder Contents.

    This option is only visible when classifying a folder. Only the top level folder and its immediate children are classified and only the metadata of the parent is carried over to the children. If a new child object is added at a later date it does not inherit the properties of its parent.

11. Select a classification from:
    • Top Secret
    • Secret
    • Confidential
    • Unclassified
    Tip: If you select Unclassified then the item will be available to all users.
12. Enter a classification agency, for example, government or other body (optional).
13. Select one or more classification reasons from the list of available reasons.
14. You can optionally set a Downgrade Schedule or a Declassification Schedule.

    Downgrade Schedule

    Set a schedule for when the item will be downgraded, for example, from Top Secret to Secret. You can enter a specific date for the downgrade to take place, an event that means a downgrade should be considered, and instructions on how to carry out the downgrade. All of these are optional, but once you've entered a downgrade date, event, or both, you're required to enter instructions.

    Declassification Schedule

    Set a schedule for when the item will be declassified. This means when its classification level will be set to Unclassified. You can enter a specific date for the declassification to take place, an event that means declassification should be considered, and exemptions for when declassification shouldn't take place. All of these are optional.

    Note: Downgrade and declassification schedules are not automated. Any reclassification needs to be done manually.
15. Click security marks to apply them to the item, and again to remove them.

    See How security controls work [3] for more details.

16. Click Classify.

    The item now displays its classification level, and can only be seen by those with the required security clearance.

    Tip: Items set to Unclassified with no applied security marks can be seen by all users.

    The classification reason and classification-related properties can be seen in the Properties when you preview the item.

1. Hover over a classified file, record, folder, or category and select More, then Edit Classification.
2. Autoclassify by clicking Add Instructions, or edit the classification manually using the steps below.
3. Select a classification from:
   • Top Secret
   • Secret
   • Confidential
   • Unclassified
   Tip: If you select unclassified then the content will be available to all users. The classification reason can be seen in its properties when you preview files and records or view the details of folders and categories.
4. You can edit most fields without choosing a new classification. If you select a new classification then you need to state who is doing the reclassification and the reason for doing it.
   Note: If the content has previously been reclassified then the person who classified it and their reason are displayed. You can edit these if required.
5. Update other Security Classification details as required.
6. Click security marks to apply them to the content, and again to remove them.

   See How security controls work [3] for more details.

7. Click Save.

   The content now displays its classification level, and can only be seen by those with the required security clearance.

   Tip: Content set to Unclassified with no applied security marks can be seen by all users.
   Note: The option to Share a file (not applicable for records) is no longer available for Top Secret, Secret, or Confidential files. When a file is declared as a record it retains its classification level and any security marks.

   The classification reason and classification-related properties can be seen in its properties when you preview files and records or view the details of folders and categories.