ACL (Access Control List) is the access control list of a Notes database. It decides who may read, write, delete and change design, from no access to manager.
ACL stands for Access Control List and is the access control list of a Notes database. It decides who may read, write, delete and change design in the individual NSF file. ACL is the foundation of security in HCL Notes and Domino.
The seven access levels
- No Access: no access.
- Depositor: can create documents but not see them. Used for drop boxes and submissions.
- Reader: can read.
- Author: can read and edit their own documents.
- Editor: can edit all documents.
- Designer: can also change forms and views.
- Manager: can do everything, including changing the ACL.
Each level can be fine tuned, for example whether an Author may delete, or whether a Reader may copy. In addition there are roles, used inside the application to control who may approve, see salaries and so on.
Access at document level
The ACL controls the whole database. To control access per document, you use reader fields and author fields. A document with a reader field can only be seen by the names and groups listed in the field. That is how personnel files and confidential cases are protected in Notes. The same security applies in Nomad and through the REST API.
Typical ACL mistakes
- Default set to Editor, so everyone can change everything. Very common in old databases.
- Groups that no longer exist in Domino Directory, so nobody knows who really has access.
- People who have left but are still listed as Manager.
- Anonymous with access on the web, so data can be seen without login.
- Servers missing access, so replication fails silently.
ACL and GDPR
The ACL documents who may see data. It does not document who has actually seen data. For that you use GDPR Logger. Together they give an access control that can be presented to a data protection authority.
Common questions
Who should be Manager?
An administration group and the servers. Never individuals.
Can the ACL be reviewed automatically?
Yes. We run an ACL report across all databases as part of a security review. It is typically the first thing we do with a new customer.
What happens to the ACL in a migration?
The permissions must be translated to SharePoint or the new system manually. Our analysis exports the ACL for all databases, so you have the list from the start.