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Question

Question

Show templates based on group and permission

asked on July 20, 2017

I have a list of templates that continues to grow. The certain templates would only need to be used by certain groups, so for instance even though there may be 20  different templates one department only needs to use 5 specific templates.

 

Is there a way to minimize the list by allowing certain groups access to only the  templates that they use?

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Replies

replied on July 20, 2017

Yes, if you go into administration console you can set a variety of Field or Template-specific permissions. Repository > Metadata Management > Templates, then select a template and click the Security button in the lower-left corner of the window. 

Completely removing a user/group's access to a template will hide it from the drop-down.

However, you'll probably need to do some testing and planning because they probably have access through the Everyone group, and you'll need to have group-based permissions in place before removing that to make sure no one loses access.

The way we do this is by having our users in role-based groups, then we grant each group access to templates as needed. We have an administrator group that gets full access to every template, and we remove the "Everyone" group's access.

I would highly recommend testing this outside of your production environment first because there are a lot of permissions and you want to make sure you get it all sorted out before making sweeping changes.

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replied on July 20, 2017

In the most basic sense, yes.  In the Admin Console you can apply Security to each template and set which groups can Read, Modify template, Delete template, Read template security, and Change template security and which can't.

 

When you set template security, if a user for example has a document open and is trying to choose the template, it will only show the templates they have permission to see.

 

However, if your user is for example trying to add or remove columns from their display when the column display dialog box comes up, it will continue to show all the templates and fields.

 

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replied on August 6, 2018

Can anyone weigh in on whether or not the behavior that Jennifer Ready identified as happening when the user goes to choose columns still occurs in  10.3.1?  My primary reason for limiting the access to templates is based on being able to reduce the number of templates that shows up when the user is trying to set column selections, not just when selecting a template to assign.  Appreciate the feedback.

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