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everetjo

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Tying multiple Author fields together

Access to my database is granted via a large distribution group( All_Users).  names in the group are listed like this : user\domain, user\domain...etc.  I gave the All_Users group Author access and set all fields in my form to "needs at least editor access.."

I have 4 author type fields.

one is DocCreator: computed when composed, formula: @username ( the person creating the document needs to make additoional edits or assignments)
two is Owner: editable, , use address for lookup, allow multiple values ( this is the person responsible for the document, it could be multiple people or it might change)
three is boss: editable, use address for lookup, allow multiple values ( this is the person's boss)
for is DocAccess: type computed, allow multiple values ( this is supposed to tie all author fields together)

In an attempt to make the names into the User\domain name, I have this formula.

DocFmt := @Name([Abbreviate]; DocCreator);
FuncFmt := @Name([Abbreviate]; Owner);
ProjFmt := @Name([Abbreviate]; Boss);
DocFmt : FuncFmt : ProjFmt

people cannot edit and when I create view columns with these fields I still see the full names.  I'm willing to try anything at this point.

My goal:  give author access to my distribution group and only have the people in those three fields edit ( creator, owner, boss)

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olaraak
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SOLUTION
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everetjo

ASKER

so, the "at least editor access" fields are not editable by people with author access and their purpose is to be read but not changed by authors?  

sjef, I though that the author field needs to be in the same format as the group that assigns access; are you saying that my third field formatting ( @name abbreviate because that's how they appear in the distribution group) is unnessary?
The INTERNAL format for people's names in an Author field should always be in the canonical form: CN=xxx/O=yyy. Even if you edit your name in the Author field as xxx, or xxx/yyy, Notes will assemble the canonical name. Because it's an author field, you won't notice on the outside.

Other names, i.e. names of groups and roles, should be entered exactly as they are. I think... If your groupname does not contain a forward slash, Notes doesn't modify the name.
When you say "User\domain" do you really mean "User/Domain" where Domain is the Lotus Notes certificate name? These would really be stored behind the scenes as CN=User/O=Domain, which you can verify by:
- Opening the group
- Opening document properties
- Second tab
- Members field
- Values are at the right about 10 lines down

Can you verify?`
yes.  that's the format that I meant to write qualetee