I have a form which uses an approval workflow(quite a long 1). Basically, all users in the company will be able to use the form, so the default access of my database is Authors. However, i don’t want to add individual ACL for the approvers(5 managers), so they are to be in default ACL, Authors again. But if i give the Approvers, Authors ACL, they are not able to edit the document(Status is supposed to change on clicking of Approver/Reject Button). But if i change default access to Editors, all of them including requestors are able to edit documents, which i don’t want that to happen.
So any solutions for this???
Subject: What ACL should i use or other solutions?
OK… You need to learn about Authors fields – also known as AuthorNames fields). Look it up in your Domino Designer help database. (Hint: People who have Author rights in the ACL can not edit docs unless (a) the doc does not have an Authors field, or (b) the user is listed in an Authors field.
The best solution is to put the five managers into the ACL and assign them a role, and put the role into an authors field in each document that is created with the form.
You said, however, that you don’t want to put the five mangers into the ACL. That begs the question: why not? That’s what ACLs are for!.. But assuming you have a good reason for not doing it, then the alternate solution is to add the five managers names to an Authors field in each document that is created with the form. Adding an individual name to an Authors field is ok, but adding lots of names instead of using a group or role, in most cases, is a bad practice that leads to ongoing maintenance problems – but perhaps you have one of those rare good excuses for doing it.