Hi,
I have a form with an Authors field (computed when composed) and Readers field (Computed).
The Authors and Readers field gets set when the user clicks on a specific button.
But if the user saves the form for editing later (before clicking on the button to set the Authors and Readers field), everybody can see the user’s documents.
Is there any way I can set the originator as the only reader initially (before the button gets pressed).
Subject: New Document Reader
Are you POPULATING or CREATING the reader and author fields when the user clicks the button?I suspect the latter
Add a field called CreatorReader, set it (CE) to the creator’s ID
When they later clikc on the button they can remove that field and add the other two
Chris Boote
Subject: New Document Reader
Hello,
Just be careful using reader fields with only the author in it. You should always have a database Role in the field so that the server and administrators can always access the document. Otherwise the above mentioned methods will work for you.
HTH
Mark
Subject: RE: New Document Reader
I would put the CYA role into an Authors field rather than a Readers field. Authors fields grant read access as well as write access, but they do not remove read access for other users. This means that the role can be in the field at all times, and your Readers field formula can be made much less complex.
Subject: RE: New Document Reader
I must disagree with this idea Stan… if working in a multi-tiered company you will often need to grant Author Access to the database for mid-level managers so they can create and modify their own documents, yet at the same time they may need to read those created by their subordinates. Using the reader field gives much more flexibility when apply access later.
Just a thought…
Subject: RE: New Document Reader
I think you misunderstood what I was saying. The “always on” Authors field should be your admin role, and it should appear on every document in every database, since it will prevent documents from being lost accidentally – even if an end-user plays with the “who can read” setting on the document properties. This field should contain nothing but your admin role, and should never be UI-editable.
Subject: RE: New Document Reader
Sorry,
I think I did understand correctly… your point is valid but I don’t understand what difference using the author field will be for Admins… they are going to have Editor (more likely Manager) or above Access to the database… as long as they can read it and have Editor or above your author field makes no difference.
Subject: RE: New Document Reader
The advantage is that you can ALWAYS leave the field in place – an Authors field will never keep anyone else from seeing the document. If you use a Readers field, you need to recompute the value every time the document is saved – and if a document is restricted using the document properties box, there’s no guarantee that your admin readers field will ever be recomputed. You can have Manager access to a database and still be excluded from document-level access by Readers fields; an Authors-type field grants read access to restricted documents.
Might I suggest you take alook at Andre Guirard’s excellent “The Compleat Reader and Author Field Troubleshooter” in the Forum FAQs for more info?
Subject: RE: New Document Reader
Out of respect for all the wonderful feedback you have provided Stan I will discontinue this discussion. I myself have used your advice and assistance on countless occasions and thank you.
Subject: New Document Reader
Yes, by setting appropriate values in the Authors and Readers fields.