Clarification: Disabling edit access on certain fields for different users -- best way to do this?

Hi EE,

I have created a form and need to allow / disallow certain fields for certain roles..  ( ie. some can edit, some should just be able to view ).

Researched on EE and found this solution:
extract: Another option would be to have two fields, one editable and the other Computed for Display.  You can hide/unhide the specific field based on the user. (rgade)

Is this the best way to achieve what I want?  I question it as the post was from 1998..  I have seen previously a form formula used but this meant creating/maintaining several versions of the one form which sounds like hard ( excessive ) work.

Just wanting some clarification,



Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

I would use controlled access sections to achieve your goal with authorized authors fields. you don't have to hiding/showing editable/computed for display fields.

hope this helps
Sjef BosmanGroupware ConsultantCommented:
Since 1998, nothing has changed. It is the usual approach: two fields, on separate lines, but all in one form. Each line (paragraph) has a separate hide-when formula, the hide-when is NOT a property of a field (although the Field properties window makes one assume it is). IMHO, controlled access sections are usually too heavy a method to prevent displaying or editing data. Usually, a table is created; in one cell, on separate lines, two fields are placed, one editable, the other computed for display, with the value  of the editable field.

Rarely you have to use multiple forms for the same document:
- Notes and Web are presented differently
- language-dependent versions
- other odd situations where a form formula is used in a view

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
another approach is to use computed subforms. group all editable fields in one subform and the non-editable in another.      i used this approach once in a web application (in contrary to my previous comment. dont like computed sections in web) wherein only some fields are editable at some point of the form filling process.
Cloud Class® Course: Certified Penetration Testing

This CPTE Certified Penetration Testing Engineer course covers everything you need to know about becoming a Certified Penetration Testing Engineer. Career Path: Professional roles include Ethical Hackers, Security Consultants, System Administrators, and Chief Security Officers.

Sjef BosmanGroupware ConsultantCommented:
Yes, possible, although that would enhance the maintenance effort, wouldn't you say?
Steve KnightIT ConsultancyCommented:
And in all these cases don't forget this is only suitable if you want a casual user not entering data in the field.  Anyone *could* write an agent to update a field even if it isn't on the form they can get to if they know how and you can see field contents in the document properties if you have read access to the document.  Use encryption and signing if field contents if needed...

I tend to use these days one field to edit with and a computed text entry with opposite hide-when formulas.  The computed text entry can also then easily give a human readable summary of the data then, e.g. "This record, value 123 was closed by XYZ on 31/03" rather than taking up space with three lines of fields.

You know, I did the subforms thing, and there's a real performance hit after three on a document...  I used to wonder why the mail templates didn't use subforms and shared fields.. well, duh, performance hit.  Each requires a new connection to the server.

NOt to mention that you have to close and open the document to get the subform to change.

I ended up using computed table rows!!  Show row when field contains a value.  This way I could put all my code under my "Next" or "Back" buttons, and didn't have to have this really LONG form and a bunch of expandable sections (which I really hate).  Also, I could control the workflow - can't go to the next step until you finish this one.

You would think that the printing might be affected, but it does print all rows-- but I ended up doing a print version of the form, to make it prettier.
Sjef BosmanGroupware ConsultantCommented:
Computed table rows? As in Programmable tables, in the Designer Help? Hmm, yes, hmm ...
Yes, programmable tables.. thanks for the correct syntax.  Solved all my survey applications.. :))
BroadAustraliaAuthor Commented:
woah thanks for all the info!
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Lotus IBM

From novice to tech pro — start learning today.