I have a requirement to not display an SSN field to anyone but a select few (the rest of the population will see all x’s followed by the last 4 digits of the ssn). We do not want the ssn field to show on the document properties box either (kind of defeats the purpose of masking the ssn if you can still see it in the document properties box). Is there any way to keep this field off the document properties box? If not, does anyone have any suggestions as to meet this requirement?
Thanks in advance!
Subject: Document properties box and not showing a field
You have to use a readers field that indicates who can see that portion of the form- (secure section) - if the person is not a reader- than the information won’t show up in the properties box for people who can’t read that section.
Subject: RE: Document properties box and not showing a field
True…but I still need to get at that field even though someone may not be able to read that field…so I can display the x’s and the last 4 digits. Will the readers field still work in this regard then?
Subject: RE: Document properties box and not showing a field
Thomas is wrong about the readers field – this only lets you hide the whole document, not an individual field.
You can do what you want by encrypting the field. Users without the encryption key will not be able to view it. You’ll have to store the last 4 digits in a separate computed field which is not encrypted.
Subject: RE: Document properties box and not showing a field
I have a related question since I also want to hide a SSN in the properties box…
Will encrypting the SSN field prevent a scheduled Agent from using it as a key to locate and update documents?
Thanks.
Subject: RE: Document properties box and not showing a field
If it’s encrypted, it can’t be unencrypted without the key. Does the process doing the search (or building the index, if it’s an indexed search) have the key?
Subject: RE: Document properties box and not showing a field
Good idea…but trying to get the ecryption key into everyone’s note id for those people who are allowed to see the field would be difficut at best. Is there a way to control encryption based upon a user’s role?
Subject: RE: Document properties box and not showing a field
The key can be easily distributed by email to a group at a time. The difficult part is taking a key away from someone who is no longer supposed to have access.
No, I know of no way to control access to the key in real time based on their role.
You could always store the full SSN in a separate document, control access to those documents with a readers field containing the role, and just try to look up the full number using some other key in the document. If they don’t have access, that lookup won’t work.
Subject: RE: Document properties box and not showing a field
you should be able to create a computed field to extract the last 4 digits of the SSN and display it with the X’s
“XXX-XX-” + @Text(@Right(SSN, 4))