I have a view that currently all users can see all the documents in the view. All of the documents have different status’s, Proposed, In Progress, On Hold, Cancelled etc…
I want only one group of users to see the “Proposed” docs along with all of the other documents.
I want the rest of the users to see all docs except “Proposed”.
Can someone offer the best way to do this? Should I do this in the Readers field of the form or in the view selection formula of the view? Can I get some help with the formula? I am still learning. Thanks in advance!
If it’s a mandate that ONLY certain people/groups can see docs in a certain status, then the only way to do that is via reader fields. There is no way for the users to get around this restriction but it means you have to manage reader field contents.
If the idea is to make it easy for people to find what they need (but it’s OK if they find the rest of the stuff), then you can create views containing just the classes of docs you want, then set the access level for each view to the groups/roles you want. This is easy to set up but it’s possible for users to get around this restriction.
Another option would be to put all of the ‘Proposed’ docs in their own db and lock down the ACL. Once they’ve moved into another state, send them over to a second db with more general access allowed.
??? It’s already there. There are only two things that can be wrong if it’s not working as expected:
(1) the field (or, actually, the Item stored behind the field) is not actually a Readers-type (check the document properties to confirm; it should have SUMMARY READ ACCESS flags); or
(2) access is being granted to other users via another Readers- or Authors-type field on the document. Authors-type fields are explicit permission to edit a document, so they have to grant permission to see the document as well.
There is an Authors field on the form:@Trim(@Unique(CreatedBy:ModifiedBy:Name_Approver:UserSetAuthors:“[NameofRole]”))
I am not understanding how to revise the formula so that only the users who have the “NameofRole” role to be able to see only the Proposed status documents in a view.
that if they are not a reader they will not see the document. So you do not need to modify the selection formula, as that is taken care of on the server.