Supplemental Markings

[simon_white]

Hi all,

I've made a call for related documentation under the "Documentation" forum related to this question - couldn't decide whether it was worse netiquette to post twice on very similar issues or ask non-documentation questions in the documentation forum! 🙂

I'm trying to get my head around the Supplemental Marking feature in the Community RM module.  After my first scan through the RM documentation I thought that Supplemental Markings worked something like this:

RM Admin creates three supplemental markings - Apple, Banana and Cucumber and, for the sake of argument, 'gives' them to himself
RM Admin creates a new RM User, Alice and 'gives' her Apple and Banana
RM Admin creates a new RM User, Bob and 'gives' him Apple, Banana and Cucumber
RM Admin creates a new Electronic File called 'Dog.file' and places Apple and Cucumber on that file
RM Admin creates a new Electronic File called 'Cat.file' and places Apple and Banana on that file
Alice can see and interact with Cat.file but not Dog.file (assuming her other permissions allow her to see the Files)
Bob can see and interact with both Cat.file and Dog.file (ditto)

… but as I investigate the system more, I'm beginning to realise that my initial understanding was way off.

What seems to be happening for me is that Alice, Bob, and indeed some guy named Charles I've just invented who 'has' none of either Apple, Banana or Cucumber can all see both Files.  However, each user can only see the Supplemental Marking metadata that they are aware of.  So Charles doesn't know that there are any Supplemental Markings on either File at all.  Alice knows about all the Supplemental Markings except for Cucumber on Dog.file, and Bob knows about them all.

But (getting to the point now), it seems that the Supplemental Markings don't affect who can see the actual File itself.

Have I got this right?

Cheers,

Simon

[carlos_miguens]

Simon, your understanding about supplementary markings is spot on. The behaviour however is not, right now I can't explain what you are seeing. What role did you give Bob and Alice and where did Charles come from?

[simon_white]

Carlos,

I've just tried this again on a brand-new installation of Alfresco, and it works fine now!  I think maybe the problem was due to my starting up Alfresco before I had applied the RM amps correctly, and then failing to rescue myself from that position.  Or possibly something I've done differently between the two installs.  I've got both on my machine, so I'll try and compare the two and will post back here if I discover what went wrong.

Thanks a lot for your post as it gave me the motivation to go through the hassle of trying again with a fresh install.

Cheers,

Si


P.S

In case someone's googling this in the future, here's the list of steps I went through to demonstrate the supplemental marking functionality.

1)  I make a brand new install of Community 3.2r, and install the Records Management modules into Alfresco and Share.  I start Alfresco.
2)  I log into Share as Admin and add the Records Management dashlet to admin's dashboard
3)  I use the dashlet to create a records management site, and load the packaged test data
4)  I create a new user called rmadmin and add him to the Records Management Administrator Group (no other groups)
5)  Still as admin, I create three new users called Alice, Bob and Charles and add them all to the Records Management User Group
6)  In the file plan area, using Manage Permissions, I give Read and File to all the users I have created on the Civilian Files series
7) I log out of admin, in again as rnadmin, add the RM Dashlet to rmadmin's dashboard
😎  I navigate to the RM console->List of Values and create Supplemental Markings, Apple, Banana and Cucumber
9)  I Add the Apple and Banana markings to both Alice, Bob and rmadmin, and the Cucumber marking only to Bob & rmadmin.
10)  I navigate to the RM Site and under the File Plan, move to Civilian Files->Case FIles and Papers->Gilbert Competency Hearing
11) I File two test files called Cat.file and Dog.file, each of which has one line of simple ASCII data in
12)  Via the Edit Metadata option, I apply the Apple and Cucumber markings to Dog.file, and the Apple and Banana markings to Cat.file
13)  I log in as Alice (inc. adding dashlet).  Because Alice doesn't have cucumber, she can't see Dog.file
14)  I log in as Bob (inc. adding dashlet).  He can see both files
15)  I log in as Charles (inc. adding dashlet).  He can't see either file.