Question

Old template...remove, but keep viewing rights

Laserfiche Scanning Administration Capture

Updated February 19, 2015

asked on February 19, 2015

I have a few older templates that were applied to documents produced by older software programs that we no longer use. These documents have not reached their full retention, so I need to keep them. Is there a way I can restrict future use of these templates, but maintain the ability to read them? If I delete the template, what happens to the existing documents that already use the template?

Basically, I would like to hide the template from the scanning and import interfaces so staff would be less likely to use an incorrect template. I think this would work the best, if it is even possible.

I am unsure how to approach the situation. Please help!

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Answer

APPROVED ANSWER

replied on February 19, 2015

Here are some screenshots that show this proof of concept.

This is how the template and field rights are configured for the old template. The ADMIN user (and any system accounts that are associated with the ADMINISTRATORS group) has all rights still, but for everyone else, they won't have rights any rights to the template and only read rights to the fields.
This is what the metadata looks like for both the ADMIN user (left) and non administrative users (right)
After Workflow processes the document and unassigns the template (note that this works because the Workflow user is part of the ADMINISTRATORS group), this is what the metadata looks like now for ADMIN (left) and non administrative users (right). ADMIN can still edit the fields, but it is read-only for all others (non administrators)
Lastly, if a non administrative user then tries to create a new document (import, scan, etc.) they will not be able to select "Old Template" when assigning field data

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replied on February 19, 2015

In the Laserfiche Administration Console, you can configure security on templates and fields and make them read only for everyone. See this page for more information.

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replied on February 19, 2015

It still shows up in the pull down menu when scanning. This is ultimately where I'd like to make it disappear.

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replied on February 19, 2015

The user would need the "Read" access right on the template to be able to see the fields associated with that template. This also means the template is visible in the metadata fields drop down list. If you don't give the user the "Read" access right on the template, then it won't appear in the list, however, the user won't see any of the fields in that template that had been already assigned to documents.

One workaround may be to use Workflow to just unassign the current template from the documents. The fields will remain associated with the document as independent fields. Then as long as the user has "Read" rights to the fields, then they will still be visible. That way you can still deny "Read" on the template itself.

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replied on February 19, 2015

I will try that.

Thanks

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Old template...remove, but keep viewing rights

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