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The Complete Reader and Author FieldTroubleshooter
Here's a general-purpose Author and Reader field troubleshooting guide. This documentexplains how these fields work and the causes of common perplexities.
There's a helpful tool that analyzes and explains your access to read or edit thedocument, but you should still read the information below so you'll understand what thetool does and what can go wrong.
To begin, look at one of the documents that has the readers fields in it. If the documentsare hidden even from you, the database manager, then you will have to access thedatabase from the server console, or use full access administration, which lets you see alldocuments regardless of Reader access. You may also have to temporarily disable thelocal security property ("Use consistent access control") in the database ACL.
TIP: To prevent the database manager/administrator ever losing read access todocuments, put a Computed when Composed Authors field (not a Readers field) on everyform, with a formula such as "[Admin]". This will allow all members of [Admin] role toread the document, without preventing others from reading it as a Readers field would.
From a view, open the Document Properties box. Here's an example of what it shouldlook like:
Highlight each of your reader fields in turn and look for differences from this ideal image.Note that:
- Field flags must say READ-ACCESS NAMES. If not, read in Domino Designer help aboutIsReaders property of NotesItem.- If there are multiple values, they should appear as separate quoted strings on separatelines. In this case there are two values, "CN=Rex Rightway/O=Pings" and "[Admin]". Ifinstead the value were listed as "CN=Rex Rightway/O=Pings, [Admin]" (or any othercharacter instead of comma) then the problem is that you are storing multiple values as astring instead of a proper multivalue. If this is the problem:
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- Make sure the multivalue checkbox is checked in the field properties.- If you assign the field with LotusScript, assign it from an array with one value in eachelement, as opposed to a string with some character in it as the delimiter. Example: DimreaderNames(0 to 1) As StringreaderNames(0) = "CN=Rex Rightway/O=Pings"readerNames(1) = "[Admin]"doc.Readers = readerNames' If field did not previously exist, tell Notes' it's a Readers field.doc.GetFirstItem("Readers").IsReaders = True
- If assigning the field from macro language, say FIELD Readers := "CN=RexRightway/O=Pings" : "[Admin]" as opposed to "CN=Rex Rightway/O=Pings;[Admin]" (forinstance).- If you use a username, you must use the full canonical username. If you store "RexRightway/Pings" the readers field will not work in all situations. You need that CN=garbage.- Make sure there are not excess characters in the name, e.g. leading or trailing ormultiple consecutive spaces. In other words, always use @Trim.- If the field is not visible in the document properties from the view, but only when thedocument is open, you've probably made the field Computed for Display, or created thedocument using an agent that neglected to set the field as shown above, so that it's notbeing stored in the document when it's saved. To take effect, a readers field must actuallybe saved in the document, before the user tries to access it. Notes looks at thedocument, not the form, when deciding whether to grant access.- Should you have a problem with users being able to read the document whom you thinkshould not have access:- Check whether the READ-ACCESS flag is set on your Readers fields as shown above.- If all Readers fields are blank, anyone can read the document.- An Authors field also allows read access (see below).
Author fields work like Readers fields for all the above tests, except that:
- the Field flags should read READ/WRITE-ACCESS NAMES instead of READ-ACCESSNAMES, and- a blank Authors field does not enable everyone to edit the document. "*" does, though.
1 Response to "The Complete Reader and Author Field Troubleshooter"
Terry Pearson Says:March 11, 2009 1:59 PMThanks for the tips on using Lotus Script to assign multiple values to a readers field. Iwas just running into that very issue, and your post answered my question quickly!
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