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Question

Is Using Admin User OK For Saving to Repository?

Forms
Updated July 23, 2015
asked on July 23, 2015

We currently are using the Laserfiche Admin user in our Forms processes when we have a Save to Repository task. We have not had any issues with it as of yet, but I thought I would ask if that is recommended practice or if we will eventually run into any issues doing it that way down the road?

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Replies

replied on July 23, 2015

Hi Blake,

I have been doing the same thing for the past couple of years with Forms, as well as with, QuickFields sessions and have not seen this be an issue.  The only drawback I can see is that the creator field will show Admin instead of the form submitter or the person who ran the QF session.  I can't think of any reason it would cause a problem, that's why I have done it this way for so long, but I also would be interested in hearing from someone from Laserfiche if they think this would not be recommended.

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replied on July 23, 2015

There's nothing wrong with it, though I would second Glenn's drawback about the document creator.

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View 6 previous replies
replied on July 23, 2015

Would it be possible to in a future version of Forms to allow the Process Admin to determine who the Document Creator should be set to, or have it set to Laserfiche Forms so we know that's where it came in from?

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replied on July 23, 2015

For the 2nd half of your question I'd just create another user called LF_Forms or something. I do this with Quickfields as well.

 

However it would be awesome if Forms could assign the user logged in to forms as the document creator - however you;d have t be careful about your starting rules for forms since you would't be able to rely on it always being LF_Forms! 

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replied on July 23, 2015

I have to agree, it would be great if forms could assign the user logged into forms as the creator.

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replied on July 23, 2015

Chris, it's a great suggestion, but that's a $900 user just being used to store documents.

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replied on July 23, 2015

Blake, 

Check out: https://answers.laserfiche.com/questions/55059/Forms--Forms-User-account-requires-a-named-user-license

 

You only need to make the user a named user long enough to configure things and assign a few users, then you can re-assign that named license elsewhere. 

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replied on July 23, 2015

Chris, I believe that is talking about the Save to Laserfiche option in Forms, not the Save to Repository option.

The first one was available when Forms first came out and has somewhat been replaced for most things with Save to Repository. When using the Save to Repository option, you actually specify the username and password for each Save to Repository task individually instead of globally, like the Save to Laserfiche option.

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replied on July 23, 2015 • Show version history

You are completely right. 

 

But in that case shouldn't you just be able to create a user without it being named? I usually use add formsuser as a named user while I'm building things, then add others as admin before turning it over to the customer and removing the named license (I'm looking at this from a VAR perspective). 

 

Any Laserfiche account you make that has elevated system rights is considered an admin account and will use one of the 2 "freebie" connection licenses that are reserved for admins. 

 

One thing I would be concerned about is the potential to cause a trainwreck if  too many processes are using the admin login if that's the case. However I'm now worried about issues now that I've discovered threads like this: https://answers.laserfiche.com/questions/70214/Save-to-Laserfiche-Maximum-Connections 

With this thread example I'm not as concerned about Forms tripping over itself since they have fixed it in 9.2.1, i'm more concerned about a scenario where an admin logs on to do something in the system (who is not a named user) they easily use the two system admin slots and now forms don't get submitted correctly. 

 

So I'd be interested to know if this is truly an issue or if forms has the ability to not consume a license in the same way Quickfields will not when storing through agent. 

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replied on July 23, 2015

Great questions. I think it would be great if they treated Forms just like QF and Workflow and just created an agent user that gets invoked when saving. Then if a Process Admin in Forms could specify who the owner of the documents are when they save into the repository, that would be perfect.

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replied on July 23, 2015 • Show version history

Chris, 

I'd caution against relying too heavily on the administrative sessions. Those are 2 total per the entire server (not user or even repository), and only apply to some circumstances. They really aren't intended for this sort of use. 

Thanks for the feedback everyone, we'll investigate this. 

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