Tech Tip: Field Security
By: Connie Anderson
You can use field security to determine which users can view or modify field information. Securing fields has many uses that allow you to streamline the way your field data is handled.
Field access rights allows you to prevent users from adding fields to a document, or to prevent them from changing field values once a field has been added. For example, you might want a scanner operator to be able to set a field value when a document is scanned, but not change it later; you could do so by granting them the Create right but not the Edit right.
You can also use field access rights to hide fields entirely. This is often useful if you store sensitive information in fields. For example, you might want to strictly limit the users and groups who can view social security numbers. You could do so by only granting the Read right for the social security number field to a limited number of users. No other users would even see that the field was applied to the document.
Restricting the Read right can be useful even when you are not dealing with sensitive information. A long list of fields is often overwhelming or confusing, even if none of the information contained within them is sensitive. By restricting access to certain fields, you can ensure that users only see the fields that are immediately relevant to them. For instance, a filing code or record status field might be useful to a records manager, but irrelevant to the rest of the company; even though the code isn’t secret information, hiding it makes it easier for other users to locate the information they do need in the template. Using field security, you could have a template with twenty fields, but only show the most relevant five fields to each user who will access the document, depending on their group membership.
For more information, see Securing Template and Field Data in the Laserfiche Administration Guide.
Important: If a field is required, it must be filled in before the document can be saved, even if the user creating the document does not have the rights to view or modify it. It is important to ensure that required fields are available to view and modify by users who will be creating documents containing that field; otherwise, those users will not be able to save their new documents.
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