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EPDM 2011 data card controlled tabs - managing access by group name, help!

Question asked by Gary Williams on Nov 2, 2012
Latest reply on Mar 12, 2014 by Brian McEwen

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I want only to limit access to a tab depending on the user group.

I tried and it does not work the way I expected.

I thought that I could apply the control of tabs unique from each other (one tab "Show tabs" and the rest "Controlled by variable"), but I soon discovered that the all the tabs on a datacard are either "Show tabs" or "Controlled by variable".

I also that that I could pick the group name from the drop down but that was not the case, the dropdown only offers <Name of Group>.

I also think that the Tab name must be an actual group name!

I also assumed that when <Name of Group> equalled the group of the user then the tab would be visible, other wise it would be hidden from the user.

Can anybody clarify some of these points for me?

Thank you,

Gary.

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Raghavendra Bhagwan Nov 5, 2012 9:33 AM
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Dear Gary,

Yes you are correct, The name of the tab should be the same as the group name. And if you use Controlled by variable option for tab, based on the users group the tab would be highlighted.

Hope this helps !

Regards,
Raghav.
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- Gary Williams @ Raghavendra Bhagwan on Nov 5, 2012 10:40 AM
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  Raghav,
  Thanks for your reply.
  
  I don't see the Tab highlighting you are refering to.
  I have created a file card with numerous tabs some are group names and others are not a group name.
  I have made the tabs "Controlled by Variable" <Name of group>
  
  For testing I am in numerous of these groups but EPDM only allows me to see one tab, all others are not visible.
  I would have expected that all the tabs for the groups that I am in would be visible.
  
  Here is a quick description of what I am trying to do:
  We are using EPDM to create Engineering Change Orders (ECO's).
  Each department only changes certain areas of an ECO form.
  I created a tab for each group (department), and include the areas of the ECO form that they need to update.
  I want everyone to see all tabs, but only be able to change the tab for which groups (departments) they are in.
  
  Gary.
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  - Raghavendra Bhagwan @ Gary Williams on Nov 5, 2012 1:59 PM
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    Gary,
    
    To achieve what you are trying to do is not possible with the controlled by variable, The tabs will be either shown or not shown if you use this.
    
    This is how i would suggest: Usage of the "Gated Approach Workflow"
    
    1) Create a workflow, with the states for different departments.
    2) Give checkout rights to the departments at their respective workflow states to add or modify information.
    3) for the rest of the users give Read-only permissions.
    
    Hope this helps !
    
    Regards,
    Raghav.
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    - Gary Williams @ Raghavendra Bhagwan on Nov 13, 2012 4:35 PM
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      Hi Raghavendra,
      I already have incorporated your suggested use of a "Gated Approach Workflow".
      
      I have found limitations with this approach...
      - when someone has an ECN checked out they can change all fields. Each department has specific areas on our ECN form that they can edit, once checked in, we do not want someone from another group making changes to another groups area.
      
      any ideas?
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  - Jason Capriotti @ Gary Williams on Nov 5, 2012 2:57 PM
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    What you need are tabs within tabs.
    
    So your first tab has each department name, selectable by anyone.
    Then inside the first department tab, create another tab control and set to Controlled by Variable and choose by "group".
    Name each tab a group you want to give edit access to. I also make the first tab a space, that way I only have to add groups that will need to edit later. The space seems to default to groups that don't have a tab.
    Add variables to the "space" group, set all the fields to "read-only".
    Select all and copy/paste to the other group tabs (the nest tab control, not top level)
    Remove read-only checkboxes for the appropriate group access per the first level tab control. So if you ahve a department called "Engineering" then select the "Engineering" top tab, then the "Engineering" nested tab and remove the read-only checks.
    
    Maintenance can get quite involved as you have multiple fields to keep track of. Also if you have defaults to set, be sure to make them all the same as you might get some conflicts applying them.
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    - Gary Williams @ Jason Capriotti on Nov 7, 2012 4:46 PM
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      Hi Jason,
      Hmmm. I may be able to use this method.
      Any chance you could send me a picture of what you are describing?
      
      So what happens if a user is in more than one group?
      If the user is in 3 of the groups with tabs will user see all three tabs, or only one?
      
      Thank you,
      Gary.
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      - Jason Capriotti @ Gary Williams on Nov 7, 2012 5:50 PM
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        I've attached import file of the File card.....thats about the best way to see it.
        
        I tried adding the user to multiple groups and it appears that the tab to show is the first in alphabetical order. I don't see a good way around that.
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        Multi-tabs.cex.zip1.7 KB
        Card edit.png20.5 KB
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    - Brian McEwen @ Jason Capriotti on Mar 12, 2014 12:53 PM
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      Good tip Jason. I couldn't get nested tabs to work until I used the tab with the space - apparently it wants to make one tab visible for all users (and I'm making a tab for only one group).
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EPDM 2011 data card controlled tabs - managing access by group name, help!

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