How to manage Read access on documents?

HCL Domino Domino Forum
1

Please help!

I have a notes DB with over 2000 documents. I need to figure out a way to manage read access to individual documents.

Due to security policy, and data being sensitive, we are not allowed to have agent, lotus script access.

Currently we have to go through each documents properties, select read access “the little blue guy” then add / replace / remove the user.

So far I have been able to use a mouse / keyboard macro to take data from a spreadsheet, search the document and add the person “which I add before to my address book so only one name is in the left field”

This sounds tedious, but the macro works amazingly well for adding users. Beets doing it manually!

Now here is the real problem.

The field on the right hand side in add read access is not sorted alphabetically, it appears it is listed as readers where added.

Another HUGE! problem is that the field on the right is locked down, meaning I cant use the keyboard to select or type or find a specific name so I can not use the macro to replace or remove users.

Does anyone know of a way to manipulate the right field in reader properties for a document in a DB?

I can’t believe that this field can only be manipulated only by mouse?

Is there a trick or a key combo to use to be able to select a users name by keyboard, like that first few letters of their name, like it does on the left field?

If the right hand field was like this then the macro would work just as well.

In the meantime if anyone knows a better way to do this (I have no agent/script access!) or a trick to manipulate the right field via keyboard I would be very gratefull.

Does anyone know if in Lotus 8, if this right field is able to be manipulated by keyboard to select users? If so I can upgrade.

Thanks in advance!

2

Subject: How to manage Read access on documents?

Please don’t repost the same question over and over, especially within 24 hours.

You first asked about this here and a few suggestions were given.

It is hard to give suggestions with the restrictions you have. If you can’t modify the form design, can’t create agents etc then you are restricted to the Notes User Interface.

I would suggest you need to put a business case together for the people that are imposing these restrictions, and explain to them why it is costing your company money.

3

Subject: How to manage Read access on documents?

How about adding a readers-type field instead of using the document properties box? You could use a normal names dialog to edit access then.

4

Subject: RE: How to manage Read access on documents?

Hi Stan,

Im not sure what you are advising. I tried to make a custom view for readers but that just shows me all documents.

I can’t see how to manipulate read access without going in to document properties.

Are you advising of adding a new heading in the views?

I dont have access to create and agent, lotus script, or modify/create fields, so Im not sure how to approach this.

Could you please elaborate?

Thanks.