Is it possible for general users (readers) to find and view DRAFT documents not released yet? At this stage ONLY the creator of the original version document and subsequent versions can find and view the draft doc.Our process indicates that drawings are booked in as drafts, but not released as next version until the final implementation happens in the plant. I do however want the plant people to be able to view these Drafts (Proposals) before it is released.
Subject: Viewing of Draft documents
Short answer: yesLonger answer: it depends
What you do will depend on how you’re system is implemented.
If you’re using reader fields to limit access to draft docs, you need to drop the reader field and just use author fields instead. In this way, everyone can see the docs, but only authorized users can edit them.
If you segregate draft from released in different dbs and use the ACL to limit access to the db (that’s what we do), you only have to update the ACL to allow users to read docs in the draft db.
HTH
Doug
Philosophical addendum even though you didn’t ask…
If you’re production is anything like ours, you need to think this one through. If you give people access to draft docs, you now open up the possibility that they’ll start using the draft docs in production. In our environment, this would be very very bad so we pretty much don’t allow production floor staff to see draft docs at all. We will allow a small subset to have reader access, but only if we’re forced to.
Subject: RE: Viewing of Draft documents
DougThanks for the answer.
The idea is to only give 10 people (document receiving/updating department) ability to register-new / upref existing docs, and the remaining people only the ability to read these from domino. The engineering team has become used to this concept of also viewing drafts (proposals) for about 10 years (previous CMMS worked this way). We have procedures in place to enforce that issuing of drawings for manufacture / tender happens ONLY from this central group.
Our system has not been setup to segregate the drafts and released versions in different databases, so that option is not viable. I will ask our DB-admin to look at your proposed “author field” concept. Hope they understand what you are explaining.
Subject: RE: Viewing of Draft documents
Actually, there’s an even easier way. Just grant read access to everyone except your editors and then let them have edit rights. If you’re using reader fields, stop using them.
HTH
Doug
Subject: RE: Viewing of Draft documents
Does Domino not by default restrict access (view) to draft documents to the creator/editor only? According to our consultant it is so and cannot be changed. ???We also do not use the workflow process to release drafts. The release is triggerd by a entry on our CMMS (seperate) where the plant indicate that these changes has been implemented. My editors then retrieve and release the draft as the next full version.
I dont think we use reader fields, if you mean what I think you mean these are. We only have a few fields created on our standard profile card, but none of these are hardcoded to restrict access during retrieval for certain groups or users. All documents reside in a single library and everyone has got either read or edit rights on the library.
When any of these documents (docs with a draft as well) are retrieved by a “reader” the latest released version is diplayed, but the draft is not even visible in the revision history view. We use the Web interface, not Notes.
Subject: RE: Viewing of Draft documents
Sorry for the delay responding but I’m just back on-line.
There is no ‘default’ way Notes does anything related to document creation/view/editing/workflow - it all has to be coded.
If the consultant says ‘it must be so’, then either they know something about the specific design of this application and that happens to be the way it’s set up, or they don’t know what they’re talking about…
With the addition of ‘this is web’, you just moved outside of my comfort zone. I think you need to get someone on-site that understands the application design and is a competent Notes and Web developer so you can go over the ‘as is’ design and decide if/how to move forward. This isn’t something we’re going to figure out here.
Best of luck.
Doug