We are going to archive nearly 700 applications and delete the original db. Almost all the applications got readers field with random users listed in it. Once archived, we will soon lockdown the databases and will be using a single ID to access the db. Right now this ID is not present under any of the readers field, so not sure what is the best method to come around this problem, since most of the documents will not be available when we login with this new ID.
I know of these options,
Leave it to Admin team, so they can provide us the document details when requested
Insert a readers item with “*” in all documents (will ask Admin team to run this set up)
3.Cleaning up the NAB might delete the readers field(thru AdminP) but not all the applications were set to ‘Modify readers and authors field’, so this will not be a proper solution
Please help!!! Do we have any admin task that will simply switch off/remove document level security? or If you have any suggestions, please let me know.
Based on your description, I would create a group called something like zACL_ArchivedDatabaseAccess (the prefix is our corporate naming convention to indicate the group is set to ACL only, the z makes it sort to the ned of Domino Directory).
In the group you put the users that need access to the databases. Then you replace the value of the readers field with that group, as well as the Admin group (you should always include an admin group in readers fields).
You should actually never put names directly in readers fields, always use groups.
It should have been done the way you just explained,…
But now updating all the documents is a time taking process…, isn’t there a simpler way like removing document security level from Administration perspective or something like that
Subject: thanks Karl-Henry Martinsson but isn’t there a simplest way thru Admin process…
thanks Karl-Henry Martinsson
updating all the docs readers field is time taking process…but do we have any simpler method to just remove document level security thru administration perspective or something like that…
It is not complicated at all to replace the value of all readers fields.I thought every developer had an agent called “modify any field” or similar that will ask for a field name to update, a new value to replace the existing waith and then process all selected documents per that.
You can also use NoteMan from MartinScott (great tool, if you don’t have it, get it!) or Ytria scanEz.
(will ask Admin team to run this set up)