Submit form permissions only

[Eric_Willinsky]

I have a Unity form that I want everyone in the company to see and submit.

They can see the form fine obviously but what would be the best way to apply group permissions so that only specific users can SEE the retrieval for the doc type.

I know users have to have access to the doc in order to submit it without error. 

I'm using Domain Users as the group to use for all employees.  I've tried some overrides (create only)  but that still allows a hit list retrieval.

[Nick_McElheny1]

Hi Eric,

If it's a shared Unity Form you can specify fixed credentials used to submit the form.  Using this approach you wouldn't need to give domain users access to the form at all, but the problem is that you lose the "who" in terms of the submittor.   You would have to rely on the individual to put their name on the form so you know who it's coming from, which may or may not be a valid option if security matters.

If that's not an option, one thought would be to have Workflow re-index the document to a new document type.  That way a subset of users have access to the re-indexed document type, but everyone has access to the document type that's just used for submitting.

I hope this helps.

Take care,

Nick McElheny

Trover Solutions, Inc.

[Eric_Willinsky]

I need the Property Value of the Created By (user name).

They do enter in their name and workflow verifies that they put in the correct name.  It's an acknowledgement form.

If the name is wrong it emails them (by using their username), if it's correct it moves forward through workflow.

I can get it where users don't see the Doc Type Group and but can select the doc type and do a lookup, but can't view keywords or the document..just the autoname string...but they can Import, so I need to have the view permissions on the retrieval screen removed somehow.

[Mat_Colwell]

Hi Eric,

The other option you have beyond using an override is to use a security keyword to restrict access. Security Keywords restrict a user or user group's ability to view documents based on a document keyword.

Here is a hypothetical example: You can set up a security keyword for an alphanumeric field called "Last Name" for use JOHN DOE and then give that security keyword instructions for "Doe" to be filled in the "last name" field. Then, user JOHN DOE can only access documents that have the last name field filled in with DOE, so if he were to retrieve from that document type, he would only see his own submissions.

You can find out more information on Security Keywords in the System Administrator MRG on pages 20-22 and pages 607-611. Here is a link to the 12.0 System Administrator guide: https://www.hyland.com/community/onbase_product_communities/m/mrg12/11164.aspx

I hope this helps and thanks for using the Community forums!

-Matthew Colwell

Quality Assurance Associate

Hyland Software, Inc.

[Eric_Willinsky]

I did end up using security keywords for USERNAME so users can only see their own.

User can't see the Doc Type Group but they can still the Doc Type.  It works well enough though.