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How to create a view
Posted on 2000-03-23
I want to create a view that will show only the database created by the user.
User A can see only those created by A
USer B can see only those created by B
I've tried @Name([CN];@Username)=@Nam
I've read from the help that @USername produces unpredictable results when used in public view.
That database will actually called TASK ACTIVITY LOG where users log their task with particular code, time and date. After a period in time they will submit those task and will be approve by somebody.
During the logging time (not yet submitted) I want the user to see only those documents created by him/her.
One more thing. the bosses can delegate this work to their secretaries the boss can see the entries created by him and by the secretary. And the scretary can see the entries done by his boss.
Is there anyone here who have created this type of application before?
User A can see only those created by A
USer B can see only those created by B
I've tried @Name([CN];@Username)=@Nam
I've read from the help that @USername produces unpredictable results when used in public view.
That database will actually called TASK ACTIVITY LOG where users log their task with particular code, time and date. After a period in time they will submit those task and will be approve by somebody.
During the logging time (not yet submitted) I want the user to see only those documents created by him/her.
One more thing. the bosses can delegate this work to their secretaries the boss can see the entries created by him and by the secretary. And the scretary can see the entries done by his boss.
Is there anyone here who have created this type of application before?
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5 Comments
I have done something similar to the functionality you are wanting to achieve:
Include a Readers field on your document that is computed when composed to include the author (or make it editable with the author as default, so bosses can add secretaries). When documents are created, only the names listed in the Readers field can "see" the document in the database. Then when you want to process the document for public view, have an agent change the value(s) of that field to include other people... or delete altogether.
If you are unfamiliar with Readers fields, please read the section on it in the Lotus documents, because it is a very powerful tool that is often misused with tragic results. In short, the use of the Readers field can lock out all users regardless of ACL settings. Because of this, I usually include a second hidden Readers field that computes to a "role" in the ACL. This way you can always add a user to that role and "see" the documents... just in case the first Readers field gets invalid data.
The only drawback is that pre-R5 any view could be created to fields on the form as Categories and in the view you could see the data in those fields, but would not get to see the actual document when expanded... i.e. if you had a Salary field on the documents, a view could be created to show Salary as a Category and you would see all the values in the view as a category - but you were still unable to expand and see the documents that corresponded to the category. R5 has fixed this with a view setting that does not show Categories with Zero documents... meaning that if you can't see any of the documents for a Category, you don't get to see that category either.
Hopefully this will help you out. Please feel free to ask followup questions.
Include a Readers field on your document that is computed when composed to include the author (or make it editable with the author as default, so bosses can add secretaries). When documents are created, only the names listed in the Readers field can "see" the document in the database. Then when you want to process the document for public view, have an agent change the value(s) of that field to include other people... or delete altogether.
If you are unfamiliar with Readers fields, please read the section on it in the Lotus documents, because it is a very powerful tool that is often misused with tragic results. In short, the use of the Readers field can lock out all users regardless of ACL settings. Because of this, I usually include a second hidden Readers field that computes to a "role" in the ACL. This way you can always add a user to that role and "see" the documents... just in case the first Readers field gets invalid data.
The only drawback is that pre-R5 any view could be created to fields on the form as Categories and in the view you could see the data in those fields, but would not get to see the actual document when expanded... i.e. if you had a Salary field on the documents, a view could be created to show Salary as a Category and you would see all the values in the view as a category - but you were still unable to expand and see the documents that corresponded to the category. R5 has fixed this with a view setting that does not show Categories with Zero documents... meaning that if you can't see any of the documents for a Category, you don't get to see that category either.
Hopefully this will help you out. Please feel free to ask followup questions.
Reader fields limit who can "see" that the document exists, therefore in a standard non-categorized view a person would only see documents where their name appeared in one of the Readers fields contained in the document... again, this works only if all the documents to be displayed have Readers fields on them.
Make sure you use @Username to set the name in the field, because using other forms of the name (i.e. @Name([CN]...)) have unpredictable results. And make sure there is a value in the field and not just an empty string (""), otherwise everyone can still see the document.
To familiarize yourself with how this works, look for "Readers fields" in the designer help database and you will find a document titled "Using a Readers field to restrict access to specific documents".
Make sure you use @Username to set the name in the field, because using other forms of the name (i.e. @Name([CN]...)) have unpredictable results. And make sure there is a value in the field and not just an empty string (""), otherwise everyone can still see the document.
To familiarize yourself with how this works, look for "Readers fields" in the designer help database and you will find a document titled "Using a Readers field to restrict access to specific documents".
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