Question

Is there a way to deny application of templates on new docs?

Laserfiche Web Client Administration

Updated July 3, 2014

asked on July 3, 2014

Hi,

I'm looking for a way to deny the ability to apply metadata to incoming documents, but still allow the users to read metadata that has already been applied. This needs to happen both in Web Access and the LF Client.

Currently, these users do not have rights to add or edit documents - they only have browse/read. Now we're trying to add a "working folder" for them to use, where they have access to add documents and create subfolders. However, we do not want them to see template information when bringing in documents. Is there any way to do this from an administrative standpoint?

Thanks.

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Answer

SELECTED ANSWER

replied on July 3, 2014 • Show version history

You'll need to use the combination of entry access rights and field security to limit what users can do. For folder metadata, the entry access rights I specified above will suffice. For documents, because you can apply metadata as you create/import the document, you'll need to also use template and field security to limit users' rights upon import. Leaving them with only "Read" on the templates and fields and not "Create" or "Edit" will allow them to see the contents of a template but not fill it out. The system will allow the user to apply a template upon document import, however, unless the user isn't allowed "Read" for that template. If you don't want users to ever see template information, remove "Read" from your templates for those users. If you do want them to be able to read template information you could grant them "Read" on templates and fields, with no further rights. While this will allow a user to select a template upon import, they will not be able to fill in any field information. I would then have Workflow take documents created from these users and handle template assignment/reassignment. That way, even if the user mistakenly picks a template when creating a document you will still have complete control over templates and fields.

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Replies

replied on July 3, 2014

Hi Eric,

To restrict users' ability to apply metadata anywhere in the repository, remove their "Write Metadata" entry access right at the root level of the repository with full scope (This folder, subfolders and documents).

Without this right checked, they will not be able to apply metadata to any documents/folders. You can still give them other rights in sections of the repository, such as "Modify Contents," "Create Folders," "Create Documents," etc, if desired.

To provide more flexibility in where users can apply metadata or what individual fields/templates they can fill out you have even more options. You can use the scope of your entry access rights to control where users can do certain things (such as apply metadata) and where they can't, field and template security to control exactly which templates and which fields users can work with and how they can work with them, or a combination of these.

As a note, any rights applied will be reflected the same in both the Client and Web Access.

For more information on security options and best practices in Laserfiche, I highly recommend reading through the Security section of the Help Files, as well as all of its sub-sections.

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replied on July 3, 2014

Unfortunately, this security option doesn't actually apply to the placement of a template during document creation. I just created a test in my VM where the user does not have "Write Metadata" but does have "Create Document".

When this user creates a new document, it is able to apply a template, and fill in field values. After the document is saved, this user can no longer edit or change the template that was initially applied.

Application of template during document creation by User with "Write Metadata" denied:

Opening the document after saving:

I double-checked effective rights for this user, and "Write Metadata" is not showing up as granted. I'm thinking the application of a template during document creation isn't a function of the "write metadata" access right.

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replied on July 3, 2014

Thanks Kelsey, this seems to be working as I needed.

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Is there a way to deny application of templates on new docs?

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