I have inserted a controlled access section which contains a table with multiple fields (Text, Number, Dialog List). Once the author of the document has entered the data, the form has a workflow to send the form for approval. I need to be able to lock all the fields in the section so that they can only be read but no longer edited. I can’t use a role in the ACL as part of the formula as there are different approvers which can be changed.
Can you show me how to write the formula to lock the section.
The ‘RequestorsName’ field contains the name of the author and is the editor of the fields in the section. The approvers should still be able to edit other parts of the form.
Hi, Marion. Assuming the RequestorsName field is populated when a document is created, then you can make the section Computed for display. The formula assumes that the heirarchical format of a user’s name is in the RequestorsName field. In the Access Formula Window for the section, you can use a formula like:@If(RequestorsName=@V3UserName;“”;“NO ACCESS”)
Just remember that when a section formula evaluates to an empty text value, it allows a section to be edited. When the approver group opens the document, the section formula will evaluate to some value that does not evaluate to a group, username or role so they won’t be able to access the section. In this case the value NO ACCESS.
Thanks for your response, section fields are now locked to all other users. Is there a way of adding to the formula so that the Requestor cannot edit the fields if it is not a New Document. I have been playing with !@IsNewDoc but can’t get it to work.
Hi, Marion. @IsNewDoc should work in the section formula without issue. Instead of trying to deny access to the requestor when the document is not new by using !@IsNewDoc, a better approach is just to allow the requestor to edit the document when it is new. The following formula should achieve that for you.