We have documents with several Author fields and one Reader field. The reader field is computed using a role and the group is listed in the ACL with that role. The people in the group can see all the documents. ACL default access is Author.
The author fields list the specific Notes ID of the individuals we want to give author (editing) access to. These individuals should only be able to see and edit the documents their names are on.
This has been working fine, but our new Notes developers are saying that the people in the authors field shouldn’t even be able to “see” their documents if their names aren’t also listed in a reader field.
Is that the way notes works, i.e., if you have a reader field on a document then ALL authors have to also be in the reader field?
Subject: Does author need to be in reader field to see doc?
If a user is listed in an authors field they do not need to be in the readers field as well.
Subject: Does author need to be in reader field to see doc?
Yes Indeed ! Here’s an extract from the notes help…
To limit access to specific documents created from a form, include a Readers field on the form. A Readers field explicitly lists the users who can read documents created from the form. Without Reader access to a document, a user cannot see the document in a view. For example, to limit access to an employee’s personnel file to members of the Human Resources department, the employee, and the employee’s manager, list those people in a Readers field.
If a form has a read access list, names from the Readers field are added to the access list. Otherwise, the Readers field controls access to documents created from the form.
Entries in a Readers field cannot give a user more access than what is specified in the database access control list (ACL); they can only further restrict access. Users who have been assigned “No Access” to a database in the ACL can never read a document, even if you list them in a Readers field. On the other hand, users with Editor access or above in the ACL can be restricted from reading documents if they aren’t included in a Readers field.
Any users who have Editor (or higher) access to the database can read and edit a document if one of the following is true:
They are listed in the form’s Read access list or Readers field.
The form has no Read access list restrictions or no Readers field.
HTH
Sai
Subject: RE: Does author need to be in reader field to see doc?
Except that if there are both Author and Reader fields, the Author fields also allow access to that document.
Case 1 - No Reader or Author fields - everyone can see and update the document
Case 2 - Only Author fields - everyone can see, but only auhtors (or editors/designers/managers) can update
Case 3 - Only Reader fields - Only readers can see and update the document
Case 4 - Both Reader or Author fields - Only the readers and authors can see the document. Only authors (or editors/designers/managers in those fields) can update
To the original poster : your delevoper is mistaken.
Subject: RE: Does author need to be in reader field to see doc?
My understanding is that if there’s a readers field and an authors field and your name is not in the readers field, then you won’t be able to read the document even if your name is in the authors field.
Sai
Subject: RE: Does author need to be in reader field to see doc?
This is a common mis-conception. The best thing to do is create a test database containing one form with a authors and readers field and then you can demonstrate to yourself how it works.
Subject: RE: Does author need to be in reader field to see doc?
Yes you’re right Glen. Thanks for clearing my (and my colleague’s) mis-conception.
TA
Sai
Subject: RE: Does author need to be in reader field to see doc?
Thank you all for the discussion and clarification. I found some other posts (sorry I should have looked harder before I posted my question) and passed them along to our new developers (they’re new to our company, not to Notes). They said they would test it. I’ll save these posts just in case. Thanks again.
Subject: Does author need to be in reader field to see doc?
this TechNote explains it
http://www-1.ibm.com/support/docview.wss?rs=0&uid=swg21102820