I need some advice for following project database :I have categories for example Vehicules
I have subcategories example cars
i have model example Ford Galaxy
In this model some people store for example pictures , some other store brochures(pdf) , some other …
The idea was one big database.How do I give vieuw access to some part of the info, lets say only to the pictures and not to the brochures for some people and for other people only to the brochures etc …
I know how to give access to a database , but don’t know how to give access to only a part of it ,in fact giving access to a field in a form depending on the info that"s stored in it.
Do I have to make different databases and give different rights to each, or can I work with 1 database and give rights to very delimited parts using lotus script ?
Subject: use Readers fields
this is very powerful in-built Notes feature. Create one group for each access type (PDF, Brochure etc) and create a Readers field on your document. Populate it with the appropriate group. IMPORTANT - don’t forget to put yourself in the Readers field, otherwise you can’t see it.
Then, people will only see the documents that they are allowed to.
Subject: whether to use Readers fields…
…or the other techniques Charlie describes, depends in part on how secure you want the information to be, and in part on your UI needs.
The nice thing about Readers fields is that they hide an entire document at a time, so that you can’t even see it in the view.
The inconvenient thing about Readers fields is that they hide an entire document at a time, so that you can’t even see it in the view. Which means that if you really only wanted to hide parts of a document to give different users a different UI experience, the readers fields are no good for you.
But if you want to really hide information – let’s say you have a wholesale price that you want to show some users, but it’s a secret from other users, hide formulas and the like aren’t enough to prevent a knowledgeable user from finding out information that they technically do have access to. In such cases, you would need to use field-level encryption - which is hard to manage – or store the confidential data in separate documents which are protected by Readers fields (or stored in a separate database so that the database ACL can be used to control access).
Subject: whether to use Readers fields…
Well I was thinking of using different databases and use a different acl for each of them.About the system with the fields you can hide , could you point me to an example, because I really don’t know how to start with that.
Subject: Hiding fields
Read in the Designer help about:Form formulas
Controlled access subforms
Hide formulas.
For additional help see:
Rich Text field hiding Technote
How to Write a Hide Formula
How to Write a Controlled-Access Section Editors Formula
Subject: A couple of suggestions
I would experiment in two ways…
You could have controlled access sections in your form, and then give access to this section to the appropriate group of users.
The other way is to use sub-forms to build-up your form, and use the hide formulaes to hide/show sub-forms to the appropriate group of users.