3 Replies Latest reply on Feb 16, 2012 3:02 PM by Laura Whittle

    Prevent User from Renaming a file in the Vault, Save as

    Laura Whittle

      We currently have a dispatch that renames a file to a serial number during add, however a user can overide and change the name, by right clicking and renaming.  We could have the dispatch do this when it is checked out, or put through a transition also, however if the document isn't touched after the rename this won't happen.

       

      Is there a way to prevent a user from right clicking and renaming the file?

       

      Also if a user clicks a file and saves as, the file will keep the same serial number, and keep whatever the user names the file, which pops up an error, but once you press ok it generates the file. If we copy and paste a file into the vault, a pop up asks us if we want to generate a new serial number?

       

      Is there a way to get the pop up for generating a new serial number when a user saves as or preventing the save as?

       

      Thanks!

        • Re: Prevent User from Renaming a file in the Vault, Save as
          Steve Ostrovsky

          The control for renaming files is in the Admin > Users/Groups > Folder Permissions or State Permissions. This is the out of box method for controlling Where (Folder) and When (State) users can add or rename files. The problem is the Add and Rename are one and the same so you can't allow Add without also allowing Rename.

           

          You could use Templates to add files, so you can turn off the "Add or rename file" permission. That way would guarantee no renaming.

           

          EPDM Rename File.JPG

          • Re: Prevent User from Renaming a file in the Vault, Save as
            Wayne Matus

            As Steve says, the Add/rename permission will do it. Since add and rename are combined into one permission, users need the folder permission, but only the initial state in the workflow should have that permission.  This way they could add the file and rename it only when it is in the initial state.

             

            In answerr to your second question, no it cannot be done when the file is first added. But you can right mouse on the field on the data card and "Generate next serial number" after the file is added. So the proceedure is copy the file into the vault, right mouse and generate new serial number, and then run the dispatch script that renames the file. Finally transition the file into the next workflow state that does not have add/rename file permissions.

            • Re: Prevent User from Renaming a file in the Vault, Save as
              Laura Whittle

              Thanks Wayne and Steve,

               

              Wayne I think you helped us with workflows, currently our initial state gets routed back after if it fails approval or after a transition.  It makes good sense to have a true initial state!