Content Management and Capture

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  • 1.  Document Version

    Posted Tue February 22, 2022 09:09 AM
    Document Version

    I have a document with several versions, but those users of the smaller version can no longer access that document, having access only to the larger version.
    I've tried everything in documet security, but without success.

    Is there any way to enforce this security?

    --
    João Paulo A.Rodrigues
    joaoepa@gmail.com
    mobile: +55 11 9 96430175
    Skype: jpaulo_81
    LKD: br.linkedin.com/in/joaopauloarodrigues


  • 2.  RE: Document Version

    IBM Champion
    Posted Wed February 23, 2022 08:59 AM
    It is not usual for security to be a problem for older versions unless there is:
    1. A Marking Set that's in play
    2. Security Templates in play
    3. An Event Action that's doing something
    4. Something tied to a Lifecycle Policy
    Otherwise, the security on the older version should remain as it was, the question becomes exposing the older versions in the User Interface. 

    So in the browse view in Navigator you will only see the current version, that is by design, but you should be able to open properties from the action or context menu and navigate to the "Versions" tab and find the older versions, clicking into them will bring them up.

    In search, you can find older versions of a document if you configure the search correctly (use the All Versions option).

    Versions (IBM® FileNet® P8) - IBM Documentation

    Hopefully this helps, if not can you provide more detail about the way your users are interacting with the system?

    ------------------------------
    Eric Walk
    Director

    O: 617-453-9983 | NASDAQ: PRFT | Perficient.com
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  • 3.  RE: Document Version

    Posted Wed February 23, 2022 12:01 PM
    Hi Eric Walk

    Thanks for the note.
    And just that, the requirement is just not to see the smaller versions when you click on the document property and go to the versions tab.
    We know that each version is a security setting, but in this case I need to apply it to all versions, keeping only the highest version visible.


    thanks.







  • 4.  RE: Document Version

    IBM Champion
    Posted Wed February 23, 2022 12:14 PM
    Ah, my misunderstanding, you want to do the opposite of what I thought and prevent access to older versions!

    Ok, so there's some ways to handle that, my instinct is to use a FileNet Lifecycle Policy to accomplish this: Lifecycle Policies - IBM Documentation.
    You'd use the policy to apply a state that enforces a security overlay on the document version once that version is no longer released or current or however you define it.

    ------------------------------
    Eric Walk
    Director

    O: 617-453-9983 | NASDAQ: PRFT | Perficient.com
    ------------------------------



  • 5.  RE: Document Version

    Posted Wed February 23, 2022 05:06 PM
    Have the security settings changed on the versions?
    How are your users accessing the document?
    How are new versions of the document getting created?
    What type of repository are you using P8?

    ------------------------------
    RUTH Hildebrand-Lund
    ------------------------------



  • 6.  RE: Document Version

    Posted Thu February 24, 2022 02:28 AM
    Have security settings changed in versions?
    A: As we are in development and testing, I change it myself to see the behavior, but the idea is to always keep it safe for everyone.

    How are your users accessing the document?
    A: Via Filenet Navigator

    How are new document versions created?
    A: They are automatically inserted by the process, BAW - Case Manager + BPM, at the end of the process I import to the navigator doing the check-in and check-out

    What kind of repository are you using P8?
    A: Filenet 5.5.6