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Whats are different approches to achieve this...? RRS feed

  • Question

  • Hello,

    Recently I have a scenario in which I want your help that how can i acchieve this.

    I am using a standard ‘document library’, called ‘App Documentation’.   I have added an extra column called ‘Working Status’, which can be set to 4 possible states (i.e., ‘Work in Progress’, ‘Proposed’, ‘Released’, and ‘Archived’).   On the home page of the site I have 3 views:
    • Operational Application Documents – This only displays documents where the ‘Working Status’ is set to ‘Released’.
    • Undergoing Change – This only displays documents where the ‘Working Status’ is set to either ‘Proposed’ or ‘Work in Progress’.
    • Archived – This only displays documents where the ‘Working Status’ is set to ‘Archived’.
    These views are all working good.

    When I click on ‘Add document’, I get the standard ‘Upload Document’ box.   After clicking on ‘OK’, I get the ‘Application Documentation’ dialog box with several meta-data fields which most are filled in with default values (which is correct).   Of course the values in these fields can all be changed.   For one field (called ‘Working Status’), we need a means of limiting ‘WHO’ can change the value of this field, while still allowing the other fields to be changed (if necessary).   This would apply to all processing where the ‘Application Documentation’ dialog box is forced to be displayed (i.e., document copies, document creates, etc.).

    I am also using the SharePoint ‘Approve/Reject’ function.   We need a means to prevent a document and document meta-data from being changed, once the ‘Approval Status’ is set to ‘Approved’.   (This means that the file can be copied to another file name but the file itself cannot have new SharePoint versions, the current document cannot be modified, and the meta-data for the current document cannot be modified.   But a person with ‘Approver’ authority could still remove the approval, thus enabling normal changes again.)

    Need your help!


    Thursday, July 3, 2014 9:01 AM

Answers

  • For the column the easiest way to manage that is to hide the status field on the edit screen, relying on workflows to modify it.

    For the approved bit you could look at records management, that can declare the document as a record so it's unmodifiable.

    • Marked as answer by JasonGuo Sunday, July 13, 2014 5:34 PM
    Thursday, July 3, 2014 9:26 AM
  • I'd agree with Alex's suggestion of simply hiding the column from the page views. Item level permissions on workflows could feasibly be worked into this but there's a long term scalability & performance footprint with that.

    Inplace records management would be handy for the preservation of records.  Inplace means it can be activated on that list alone.  Workflows can also be used to amend these statuses

    This might be useful reading

    http://technet.microsoft.com/en-gb/library/ff363732(v=office.14).aspx


    Steven Andrews
    SharePoint Business Analyst: LiveNation Entertainment
    Blog: baron72.wordpress.com
    Twitter: Follow @backpackerd00d
    My Wiki Articles: CodePlex Corner Series
    Please remember to mark your question as "answered" if this solves (or helps) your problem.

    • Marked as answer by JasonGuo Sunday, July 13, 2014 5:34 PM
    Thursday, July 3, 2014 10:17 AM
    Answerer

All replies

  • For the column the easiest way to manage that is to hide the status field on the edit screen, relying on workflows to modify it.

    For the approved bit you could look at records management, that can declare the document as a record so it's unmodifiable.

    • Marked as answer by JasonGuo Sunday, July 13, 2014 5:34 PM
    Thursday, July 3, 2014 9:26 AM
  • I'd agree with Alex's suggestion of simply hiding the column from the page views. Item level permissions on workflows could feasibly be worked into this but there's a long term scalability & performance footprint with that.

    Inplace records management would be handy for the preservation of records.  Inplace means it can be activated on that list alone.  Workflows can also be used to amend these statuses

    This might be useful reading

    http://technet.microsoft.com/en-gb/library/ff363732(v=office.14).aspx


    Steven Andrews
    SharePoint Business Analyst: LiveNation Entertainment
    Blog: baron72.wordpress.com
    Twitter: Follow @backpackerd00d
    My Wiki Articles: CodePlex Corner Series
    Please remember to mark your question as "answered" if this solves (or helps) your problem.

    • Marked as answer by JasonGuo Sunday, July 13, 2014 5:34 PM
    Thursday, July 3, 2014 10:17 AM
    Answerer