Question

Allow form submitter access to their forms only in repo

Forms Workflow

Updated February 21, 2020

asked on February 10, 2020

Is there a way to allow the user that submits a form to automatically always have access to that form in the repository? Example, lets say a folder called Leave of Absence collects all the leave of absence forms submitted by users under their names:

>Leave of Absence

>User1

>form1

>form2

>User2

>form1

>...

Can I automatically have it set if a user submits a form, it will give them rights to their user folder? Their folder wont exist until they create a form, so its clean and automated without manually doing it for all the employee changes.

I didn't see anything in workflow to assign repo permissions.

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SELECTED ANSWER

replied on February 21, 2020

The solution to my post included parts from everyone's responses, so I appreciate the help.

The way I got it to work may not the best way, so please offer ideas if you can.

Have the forms process save the form to the repository.

Under fields have a field configured for the users username. I called mine Sub_Username for submitters username:

I created a workflow called Assign Read Rights, and gave it the following rules for the forms I wanted to grant users who submitted it access to, and it has a value in the field Sub_Username.

This is a picture of the workflow itself:

This will set a browse and read to the parent folder only (User1) and a browse and read to the document (form1).

Now when a user creates a form, it will automatically set the permissions on the repo when it creates the new folder and document.

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Replies

replied on February 10, 2020

You should be able to do this with the "Assign Rights" workflow activity.

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View 4 previous replies

replied on February 10, 2020 • Show version history

I saw that, but could not find enough info to figure out how to go from Laserfiche form and get the assign rights to work.

I get an "No entry was specified" error when trying

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replied on February 10, 2020

You would save the form to a location in the repository, then have your workflow read metadata of the saved form and it's location and assign the rights.

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replied on February 10, 2020

The form gets saved to the repo in the forms processing. Then it runs the workflow. With the workflow, I'm not sure how to reference the document it just saved.

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replied on February 10, 2020

Did you set the Workflow Property for "Started by Laserfiche Forms"? If not, in your workflow click on the green arrow at the top, then click on the hyperlink in the lower right hand column to View workflow properties. On the general tab, click the box "Started by Laserfiche Forms".

Then in your workflow add the Find Entry activity and insert it above the Assign Rights activity. In Find Entry you now have many tokens under Input Parameters which reference your forms process. I think the token for Submission ID should find your saved form.

Then change the Assign Rights To from your Starting Entry to the Output Entry from the Find Entry Activity.

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replied on February 11, 2020 • Show version history

This is with the following:

And I see this in the tokens tab:

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replied on February 12, 2020

Submission ID is the ID of the form not the ID of the document created when the form is saved to Laserfiche.

If you start this process from Forms, there's a chance of it starting before the document was created. It's best to start it through a starting rule triggered by the document creation event. If your Save to Laserfiche task in Forms sets the submission ID as a field value on the document, the Workflow can reach back to Forms with Retrieve Business Process Values and get the form fields.

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replied on February 13, 2020 • Show version history

I have set the Submission ID as a field, and can see it coming through.

I have now also started a rule based on if the User1 Folder is created, but am not sure how to get the submitter account to apply the access rights to the User1 folder.

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replied on February 21, 2020

I have found the solution. Thanks for everyone's help. I will try to post my exact solution later in case anyone else has issues.

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Allow form submitter access to their forms only in repo

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