Controlling Search Results displayed columns from template fields

asked on June 23, 2014

Goal: enable users to search for open requisitions in a Requisitions Workflow folder structure, and see a template field called "Description and Price", but NOT be able to open any of the documents.

If we give Browse rights only, users can search and see only the "system" fields, but not any template fields. If we give the "Read" right, they can see the template fields, but also open the documents. Is there a way to set security so the template fields are shown, but the document can't be opened?

The requisitions need to be searched by someone other than the creator, so assigning rights to just the creator to Browse\Read wouldn't allow another user to search.

Is there a way to make a template field a system field?? I'm assuming not?

We're trying to keep users from going in and looking at any of the requisitions in process as far as the actual Req and supporting documents. If they were able to view the folder path, and the Description and Price template field in Search Results, they could know where it is in the process, and that's the goal.

Customer is on Workflow 8.0.1.0, and Server 8.3

Any other strategy to consider?

Thanks!

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replied on June 23, 2014

This is a bit tricky and requires a little bit of work but I'm thinking you can get the results that you want by having a workflow create empty documents as a "place holder" for your information. Essentially your empty documents would only have the metadata associated from the actual requisitions and the workflow would update both entries whenever changes are made to the actual requisitions. This way you don't have to worry about users opening up the documents because they won't actually contain any images. The one caveat to this is that you would need to change your security settings so that they won't be able to search on the actual folder containing the requisitions. Other wise you will get duplicates of everything coming up in the search results.

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Controlling Search Results displayed columns from template fields

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