I have a view that includes a field called Office Location…and is categorized by that field.
Also have a role named the same for each office:
Example:
[Dallas]
[Houston]
[Tulsa]
The office role is written into a reader field when the doc is created.
My users are in the ACL either in a Group or Individually with their office’s role checked.
Problem is some users don’t see the records for their office. Except for records where they were the Author of the record. They are not seeing the records for the office in the categorized view.
The problem is not consistent… some users can see all of the records. They can see additional offices when I check another role for them. Other users can’t see any records.
Any help appreciated. Is there a better way to restrict users to their own office records instead of using Reader Field?
I would recommend something to become a habit when designing forms with readers fields. An additional READERS field called something like ReaderAdmin that is computed. In it, put the roles you use for ADMIN purposes. The formula would be like:
“[Admin]”:“[Maintenance]”:“[TroubleShooter]”
where these three roles have reasons to see all documents, regardless of the office. As long as the ACL is locked down so people cannot go in and reassign their own roles, this would work. Then you, as the ADMIN, could always see all of the documents, and be able to troubleshoot the issue. I am guessing there is a pattern here, if you can just figure it out. One particular office has the problem, or just people who have individual names in the ACL, or something like that. You need to identify a document that someone CANNOT see, but should be able to, then find someone else who CAN see the document. The examine the contents of the readers field.
That will answer your question. Or at least it should.
Suggestion: Make this extra field an Authors field instead of Readers – that way, if there happens to be no other Readers restriction on a particular document, you aren’t hiding it from other users. You can even do this on documents that have no Readers fields, in case some clever user uses the document properties to set readers on a document.