Dear All,I have one database which is very old, In this db there are three authors field’s, in this field they have given default value for manager, sales person and role ex- “[abc]”. There is one group in database, whose having this role. There is no reader field. Therefore everyone can see all documents which are created by other employee So now customer wants that everybody can not see all document, he wants that only those persons which are involved in that workflow only then can see the documents.
workflow like - New req->Manager-> sales person.
I am thinking that May be I can make one reader field and set that reader field in on button and give name the persons whose involve in that database but problem is there is one author field with role “[abc]” and it is assigned to group so that other persons are able to see the documents. I can not remove the role otherwise this will give the problem in old document.
Please suggest what can I do.
Thanks in advance.
Subject: Reader and author field situation
Re: “I can not remove the role otherwise this will give the problem in old document.”
If you don’t want to remove the role from the old documents you certainly don’t have to. But that shouldn’t stop you from doing something different for all new documents.
I.e., you can change the formula for the reader field to something like this:
@If(@Created < [09/09/2013]; “[abc]”; name1 : name2 : name3);
Just use the date that you want the new behavior to start for the comparison, and this will prevent this formula from ever changing the reader field for documents created before that date.
Subject: Reader and author field situation
Hello. I wonder if it makes sense if you just remove the role from being assigned to the group entry in the acl of the database. This way the group can’t see the documents. Regarding your other point, you should be able to remove the role from the authors field. You can use LotusScript to reassign values in the authors name field. You may need to clarify what the problem is when you remove the role from the author’s field on old documents.