topic Documents with workflows attached should not be viewable in Alfresco Archive https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305761#M258891 <HTML><HEAD></HEAD><BODY><SPAN>Hi,</SPAN><BR /><BR /><SPAN>I have a question on workflow in which I hope to get some advice on. To start off with a bit of context, the business would like to have all documents to sit under one folder and there are documents that are to be revised by users and to be sent out for a workflow approval process. From what I understood from Alfresco, we have to upload the revised document in order for approvers to have a view of it. The issue is as the following:</SPAN><BR /><BR /><SPAN>1. The current unapproved revised document when uploaded will now be visible to other users.</SPAN><BR /><SPAN>&nbsp;&nbsp;&nbsp; - Is it possible to hide the unapproved revised document from other users other than the initiator and approvers to view?</SPAN><BR /><SPAN>&nbsp;&nbsp;&nbsp; - If not, can we restrict users from downloading the current pending revised version but still able to download the previous versions?</SPAN><BR /><SPAN>&nbsp;&nbsp;&nbsp; - Other users are still able to download the previous approved version but not able to view the pending revised version.</SPAN><BR /><BR /><BR /><BR /><SPAN>Hoping to get some feedback soon. Thanks in advanced!</SPAN></BODY></HTML> Thu, 14 Nov 2013 07:31:22 GMT xiaoting 2013-11-14T07:31:22Z Documents with workflows attached should not be viewable https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305761#M258891 Hi,I have a question on workflow in which I hope to get some advice on. To start off with a bit of context, the business would like to have all documents to sit under one folder and there are documents that are to be revised by users and to be sent out for a workflow approval process. From what I un Thu, 14 Nov 2013 07:31:22 GMT https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305761#M258891 xiaoting 2013-11-14T07:31:22Z Re: Documents with workflows attached should not be viewable https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305762#M258892 <HTML><HEAD></HEAD><BODY><SPAN>You can always use alfresco permission model to hide/show contents or to give required permission.</SPAN><BR /><BR /><SPAN>In your case I would suggest you to have different folders for Approve and Not-Approved say Draft contents.</SPAN><BR /><SPAN>And manage permisson on these folders.</SPAN><BR /><BR /><SPAN>Contents which needs to be revised should be uploaded in - DRAFT folder</SPAN><BR /><SPAN>Intiate workflow. Might be your custom workflow.</SPAN><BR /><SPAN>If contenet is approved then move it to - APPROVED folder</SPAN><BR /><SPAN>If content is rejected then move it to REJECTED folder or depends on your requirement.</SPAN><BR /><BR /><SPAN>You can also use Alfresco OOB simple workflow - </SPAN><BR /><A href="http://docs.alfresco.com/4.0/topic/com.alfresco.enterprise.doc/concepts/cgs-add-workflowrule.html" rel="nofollow noopener noreferrer">http://docs.alfresco.com/4.0/topic/com.alfresco.enterprise.doc/concepts/cgs-add-workflowrule.html</A><BR /><BR /><SPAN>Hope it helps!</SPAN></BODY></HTML> Thu, 14 Nov 2013 08:42:19 GMT https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305762#M258892 niketapatel 2013-11-14T08:42:19Z Re: Documents with workflows attached should not be viewable https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305763#M258893 <HTML><HEAD></HEAD><BODY><SPAN>Thanks for the reply! </SPAN><BR /><BR /><SPAN>However, the requirement is to only have all the activities to undergo in one folder.</SPAN><BR /><BR /><SPAN>Was wondering if there is any other options to only hide a document of a certain version from being viewable by other users?</SPAN><BR /><BR /><SPAN>Hope to get alternative options if there are.</SPAN></BODY></HTML> Thu, 14 Nov 2013 11:30:37 GMT https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305763#M258893 xiaoting 2013-11-14T11:30:37Z Re: Documents with workflows attached should not be viewable https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305764#M258894 <HTML><HEAD></HEAD><BODY><SPAN>OK. Then I believe you need to manage permission on individual content. For an example when content gets uploaded , remove permission/hide that document and give specific user or review group required permission. </SPAN><BR /><BR /><SPAN>Once document is approved/reviewed, may be from your custom workflow logic, you can give permission back to EVERYONE or specific group.</SPAN><BR /><BR /><SPAN>EDIT: To manage permission on content you may write custom rule which would manage permission as per your requirement. </SPAN></BODY></HTML> Wed, 20 Nov 2013 07:22:00 GMT https://connect.hyland.com/t5/alfresco-archive/documents-with-workflows-attached-should-not-be-viewable/m-p/305764#M258894 niketapatel 2013-11-20T07:22:00Z