HI All,
I want to restricting a person to see documents belonging to a particula region only. I have a field in a form where one can select the region. Then if a person belongs to this region then only these documents are to be seen in the view. and all other documents of different region are not to be see.
How to achieve it. Do I need to create roles for them.
Please suggest.
Thanks
Ravi
Subject: Restricting a person to see only documents for a particular region which he belongs as per there roles.
You can create a Readers field to fulfill this requirement.But…who should see the documents where the user has not selected a reason? Thats what you need to consider…
Subject: Restricting a person to see only documents for a particular region which he belongs as per there roles.
well your subject contradicts your explanation. If users are assigned a role, selecting a region on the fly will have no affect on the role. So you need to assign a role to a user based on their region or use some other method to display on the docs you want for the user. There are some other options such as using a single category embedded view or doing a notesdocumentcollection and placing the docs in a temp folder
Subject: Restricting a person to see only documents for a particular region which he belongs as per there roles.
The database I inherited is set up to work just that way. We have multiple divisions all in one database. As far as I can tell, it’s set up in a complex marriage of user groups, hidden fields on forms, and access rights.The dB has to have been designed this way almost from the start.
I’ll try to explain a little:
User is from WI, so user goes into WI User group, When dB opens, it checks the username against the usergroups and verifies a valid user and what group user belongs to.
Forms have multiple hidden fields to collect username and usergroup form is created by, which assigns the form to that division. for example:
Hidden Fields: [DocCreator] = Username
[DocCreatorGroup] = a lookup into multiple setup views that determine what division user belongs to
[Authorized Readers] = is user part of that group
[Authorized Authors] = same thing
Apparently because of this inital lookup when the dB opens that determines what DocCreatorGroup the user belongs to, only the documents created that belong to the same DocCreatorGroup are displayed.
This equates to multiple users from multiple divisions the ability to see only there documents.
Hope this wasn’t too fuzzy, but I get also lost when trying to figure this out.
I have an issue now where some views are not completely segregating the documents like the other views are and how to fix that.
Good luck
Bob