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Question

Hide folder but allow content to be searched

Laserfiche Search and Retrieval
Updated November 5, 2015
asked on June 25, 2014

 Just curious as to how I could hide certain folder (just to keep the folder structure somewhat clean looking), but then allow users when searching to find documents in those hidden folders?  Example is a Workflow process where a user should only see their folder, however, if that user needs to know the stautus of documents that are a part of their workflow (pending), if they do a template search, it will still show the results, even though they can't see the folder(s) those documents reside in?  Is this possible?

 

Thanks!

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Answer

SELECTED ANSWER
replied on June 26, 2014 • Show version history

While you could use a Workflow activity to set security as the documents come in, that's not really necessary in this case. Instead of trying to set security on each document individually, you just need to set security once on the FOLDER that contains the documents in question and use scope rules to make the access rights only apply to the documents held within the folder:

 

In the above screenshot, I've given Browse and Read access rights to all documents stored within the "Users" folder without granting any access to the folder itself. Any documents that are brought in to the "Users" folder will then inherit those access rights.

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Replies

replied on June 25, 2014 • Show version history

This is certainly possible. Give the users browse and read to the documents only, don't give them browse and read to the folder.

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replied on June 26, 2014

Ok..makes sense...and I know how to do that if the documents are already there...but how do you do you make sure it happens for new documents scanned in?  I don't see a way to set security on documents that are not yet there?  Is this something I would have to do each time documents are scanned in is go and set security on those specific documents?

 

 

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replied on June 26, 2014

hello Daryl

for new document will be possible through workflow assign a Security rights on Entry Level.

 

 

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SELECTED ANSWER
replied on June 26, 2014 • Show version history

While you could use a Workflow activity to set security as the documents come in, that's not really necessary in this case. Instead of trying to set security on each document individually, you just need to set security once on the FOLDER that contains the documents in question and use scope rules to make the access rights only apply to the documents held within the folder:

 

In the above screenshot, I've given Browse and Read access rights to all documents stored within the "Users" folder without granting any access to the folder itself. Any documents that are brought in to the "Users" folder will then inherit those access rights.

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replied on November 5, 2015

How would you set this up if you do not want them to see the main "Users" folder or any subfolders (including their own), but you still want them to be able to search all of the documents?  

I have tried the permissions shown above but I can still see the main "Users" folder.

 

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