I inherited a database that uses a Private on 1st use folder to collect and present desired documents.
The problem I found is that since it is Private on first use, and selection is run from QueryOpen, each user seems to be leaving private folders behind - I only see them when logged into Designer as that ID. I don’t see them when logged in as Admin.
This reared up when design changes to the folder could not be seen by some ID’s. The old private view was preventing the update.
How can I find these private views without going through each ID that has access to these folders?
Subject: RE: Private on 1st use folder leaving private folders behind - how to find
You’re right, but what about users who have “private on first use” folders, but the users are no longer with the organization? I ran into this exact problem awhile back.
Specifically, the problem occurs when the “private on first use” folders are saved on the server, not locally. This is an option when you design a “private on first use” folder. If they are local, then that should be cleared up on the workstation when a user leaves the company.
The solution I found is to log on with “Full Access Administration” rights (assuming you have them), going to the “Files” tab in Administrator, right-clicking on the database in question and selecting “Manage Views”. There you will find the server-based “orphaned” Private On First Use folders, and when you select them a “Delete” button appears, allowing you to delete the folders.
Again, this only works with server-based First Use folders. For the local variety, the email notification would work, and those of orphaned users isn’t an issue anyway. – Mike
Subject: RE: Private on 1st use folder leaving private folders behind - how to find
Good lord! And I’ve been moaning all the time, why we can’t have access to reader field protected design elements even in Full Access Admin mode, why we do get access to reader field protected data notes!
Luckily, I won’t have some use for this in the foreseeable future (no client users here), but I will definitely remember this one!
Subject: RE: Private on 1st use folder leaving private folders behind - how to find
I realize the design is working as planned, but it’s these old views on the server that is exactly the issue. Thanks Mike for the tip. I have admin rights under my username, so I checked the server file and sure enough there are my Private folders. Set to Auto refresh and discard after 45 days.
But when I switched to the Admin ID, I only could see the Admin private folders.
And if these server private folders are set to auto refresh and discard after 45 days, then why did I find some that were from back in June and not updated to the new design?
To find them I had to temporarily give more rights to each ID and then check Designer. Then they showed up so I could delete them.
Subject: RE: Private on 1st use folder leaving private folders behind - how to find
I might not have been clear, you have to use the special “Full Access Administration” rights function in the Domino Administrator in order to see all of the server-based private on first use folders. Otherwise you will only see those of the ID you are logged on with.
After you enable “Full Access Administration” (and the ability to do this is controlled by your configuration) then go to the files list in the Domino Administrator (not Designer), right-click on the database in question, and select “Manage Views…” All users’ private on first use folders will display assuming, again, that they were designed to be saved on the server and not locally on their workstation. – Mike
Subject: RE: full access - Private on 1st use folder leaving private folders behind - how to find
The ACL will indicate “full access administrator” if you have that right even if you do not have it turned on.
Full Access Administration is NOT simply one of the normal ACL access levels. You have to go into the Domino Administrator client and specifically enable this special level of access each time you want to use it in order to do what I described earlier.
*** From the Domino Administrator help file ***
Enabling full access administrator mode:
In order to work in full access administrator mode, an administrator must:
Be using the Administrator Client.
Be listed in the Full Access Administrators field in the Administrators section of the Security tab in the Server document. By default, this field is empty.
Enable “Full Access Administration” mode in the Administrator client by selecting Administration - Full Access Administration. If this mode is not enabled, then users will NOT HAVE FULL ADMINISTRATIOR ACCESS to the server, even if they are listed as a full access administrator in the Server document. They will instead be granted Administrator rights.
NOTE the difference between simply being listed as a potential full access administrator and actually having this turned on. Enabling this level of access does not “stick”, and if you shut down your session and restart, you will be back to a normal administrator access with the potential of being a Full Access Administrator.
Try it, from the Domino Administrator, and see if you can view the hidden first access folders. When I toggle between enabling/disabling the special “Full Administrator Access” level, the First Access folders become either visible or hidden.
Subject: RE: Private on 1st use folder leaving private folders behind - how to find
I think that for future users, you can also modify the design note for the view and add a role, such as “[Admin]” to a new readers field. This field, I believe, will get propagated to all other private views created after the design change.
Set viewNote = db.GetDocumentByID(“156”)
Set itmReaders = viewNote.ReplaceItemValue(“AdminReaders”, “[Admin]”)
itmReaders.IsReaders = True
viewNote.Save True, False
Do this on a test database first!!!
Edited: In fact, after testing, the private version of the view does not inherit the reader field, nor does it inherit any values added to the $Authors field. So, my suggestion will not work.