Hi all!
I know I’ve read about this problem but I’m finding myself in a time crunch to fix an app that is about to be debuted to upper management of a huge corporation. Here’s my two issues:
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Users who log in to my application are supposed to be able to see documents within 1 category based on their location (a field in the documents). When they log in, they see their category and ALL OTHERS - even though they don’t get any documents. Should I embed a view in a page and use the Single Category… and even then am I going to have to create zillions of roles for the locations?
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Even if the user’s name is in the reader field, Notes won’t let them read if it’s in Common Name format. I’ve tried using @Name([Canonicalize];. . .) but it is still returning a common name! The settings document it’s getting the name from has a Names field that is populated when users choose a name from the public address book, so I know it’s not mis-typed! What gives?
We designed the database the way we did assuming that the users would only see documents that they are allowed to read (using readers fields). Of course, we do NOT want them seeing categories for anybody else’s stuff! However, we didn’t set up roles for each group - it was all to be done with Readers fields.
My coworker said that this is a Notes bug in version 6.5 and that the single category option is the workaround; however, I don’t see how to do that without also creating the roles. This needs to be fixed today.
Please help, and thanks for reading!
Trish
Subject: Users can see categories despite readers field!
In the view properties, on the Style tab, there is a setting “Don’t show empty categories”. That should work.
Bear in mind that this should not be used as a security feature. Users can still create personal views that are categorized on any field in the form (assuming the database design isn’t hidden), and see the contents of it.
As for your second problems, how are you populating the fields? Through an agent? If so, you’ll need to use a LotusScript agent to set them because formula agents will set the field as text instead of names. You can check this by opening the document properties and looking at the field value. If it reads “SUMMARY” under Field Flags, there’s your problem. For readers fields, the Field Flag should say “SUMMARY READ-ACCESS NAMES”.
Subject: RE: Users can see categories despite readers field!
Mark, that is a thoughtful bit of advice! Thank you! I did get it working properly. Yes, all the fields were being set through LotusScript events. I will make a note of the summary information - that’s very helpful!
Thanks again,
Trish P.
Subject: Users can see categories despite readers field!
From the help document:
(Optional) At the Style tab of the View Properties box, select “Don’t show empty categories” so that categories without documents are not listed.
Also from help doc:
Note When you specify names for reader and author fields, use the full hierarchical name for each user if there is a chance this database will be copied or replicated to another domain. Within a domain, an abbreviated, or common name, is sufficient for user authentication, but between domains, you must supply the full hierarchical name or authentication will fail.
Not sure whether that is relevant for you?
I would recommend you always put the full hierarchical name in the readers field. Did you make your readers field multivalue? → might sound stupid but if I got a $ for every time I made that mistake I’d be rich by now 
Subject: RE: Users can see categories despite readers field!
Marjan, you are right! I checked “Don’t show empty categories” and that took care of problem 1.
Problem 2 was solved by making sure the lookup view columns canonicalized the name given in the setup document.
Works like a charm! THANK YOU SOOOOO MUCH!
Sincerely,
Trish