I have both a reader and author field on this document. The reader field has three roles defined in it. The author field has the name of the person responsible for the document.
The default access to the database is author with no role.
I would think that the only people that are able to see all the documents are those that have one of the roles defined in the readers field. In addition the individual, definded in the author field should only see those documents that they own.
My problem is that everyone is able to see all the documents and not sure why. If anyone can shed some light I’d really appreciate it.
“If a form has a read access list, names from the Readers field are added to the access list.” I think you need to check the Security setting in the Form property to see who else are listed with default read access.
the reader field needs to be multi-value if it has more than 1 entry. check the document properties for the Reader field and make sure it says READ-ACCESS NAMES and the value shows as:
The Compleat Reader and Author Field Troubleshooter
Here’s a general-purpose reader and author field troubleshooting guide. This FAQ was posted by Andre Guirard of Lotus Software.
Additionally I would suggest that you check whether the field really is a readernames type field. How is the field being populated? If it is a simple readernames field, no problem. If you are doing it in the backend, be sure to set the IsReaders flag.
If some one is explicitly listed in the ACL this will over-ride any group settings. I’m not sure that this is your case or not, but if a person is listed in a group as author but is explicitely listed as Editor then the Editor wins. this holds for groups as well.
Roles should function the same as individual names, we use that all the time. So I think that there is something else getting in the way.