Questions regarding Controlled Access Section

saskin
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I was asked to redesign some of the forms in a database and I wasn't sure if a section is the way to go. The situation is this- initially the form was to be created only by editors of the database. Now there are 4 fields on the form that need to be able to be edited by users with author access who are not the creator of the document Of course the editor users will still be able to edit every field.  I was trying to use a controlled access section and place two roles in the access formual box -"[Admin]";"[Auditor]". The admin role is applied to users with editor access and auditor to users with author access. I can't get it to work. Or maybe I don't understand how it will should work. If I select computed as the type on the access section of the Controlled Access Section wouldn't that mean that user who had the Admin or the Auditor role could edit the section? Or because the section is on a document that author users can not edit - they can't edit the section either.

Is there another direction I should be going in - maybe using a subform or something? I just don't want to lose any of the information I have in the database - If I do use sections - are you allowed to place your text and fields to be placed in a section in a table first? I didn't see where it says you can't be I can't seem to do it.

I realize this is a lengthy note - I am very green at developing notes and just thought I would ask for any advice.

thanks
Sue  
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have the formula as "[Admin]" : "[Auditor]"

u have it as a semicolon instead of a colon.
Controlled Access section is the way yo go. Not Subforms !

You say it doesn't seem to work.. What are the symptoms ?

If you are having an author field in the document, Include the roles into your author fields too. So that the document is enabled for edits for the roles (Admin and Auditor) and once the user has that capacity to edit the document the controlled section will decide which section he/she can edit.

~Hemanth

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Commented:
Hemanth

I did have a author field on their but it didn't have both roles. I added  the auditor role to the author field and that helps me symptons. I did have one concern though, by adding the auditor role to the author field I am now allowing the users with the auditor role to edit all the fields on the form when I only want them to be able to edit 4 of the fields. Would it best to place my other fields into sections and then allow the users with Admin role be the only one's allowed to edit that information? Also do you know if you can use fields and text that are stored in a table in a section? Placing that information in a table first helps so much with formatting.

thanks
Sue
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Sue, I would prefer the second approach of havin admin COntrolled Sec only and list all the fields in it . And above the section list all of the four fields which Auditors can edit.

You can place tables inside the sections and not vice versa. It is an efficient way to presend data.

Commented:
Here are two other ways to do this...

Commented:
1) RESPONSE DOCUMENT

Create a separate form for teh auditor comments, and have the form be of type response document.

Add a button to the main form.  The button checks to see if an existing response document is available for the current document, in which case it opens the response.  Otherwise, it creates a new response.

Commented:
2) DIALOG BOX + LOCK OUT VIA SCRIPT

Set the Queryopen and PostModeChange events so that if the user is an auditor, it prevents going to edit mode.

Add a subform to the database with the fields needed for editing by auditors

Use DialogBox to allow display of the subform in a dialog box, and, in the main document, to add/change the values the auditor enters in the dialog

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Commented:
Thanks for the help.

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