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I suspect I may be missing something obvious but looking for help with this.

Apps10.

 

We have documents (e.g. Calibration documents) of a particular Document Class that were attached to records (Manufacturing Tools) in the past.

At the time of the files being attached/uploaded the Document Class in question had incorrect access configured.

This has now been fixed, so that the correct Document Groups now have access to this Document Class, however none of the existing files are not retroactively inheriting these permissions.  New files of the same Document Class that we attach now have corrected access controls, but the old ones remain unchanged in terms of access.

How can we update the access permissions on existing documents of a specific Document Class to get the current correct access that is assigned to that same Document Class?

 

Is there an additional step or script that I need to run to force this change to apply to previously attached files?

 

Thanks,

Nick

Yes, the changes to document access in the document class does not change the access to existing document revisions of the same class. You will have to add the groups either manually or via a script / migration job.

 

I don’t think there is a standard script available.

The following will help you to build the script. 

Document_Revision_Handling_SVC.Do_Copy_Access_TemplateIt might be simpler to create a migration job to do it as well.

Thanks for the confirmation ​@malik.sally 

I’ll look into developing a script; I had a bad feeling that might need to be the case.

It seems fundamentally odd to me that it doesn’t apply retroactively since the controls are at a group level anyway, especially if the documents are not marked as controlled docs.  Regardless, that’s a whole other issue.

Thanks for the help!

​@NickPorter I can understand via R&D would have designed it like how it is working. I am guessing there might be customers / scenarios where already created documents shouldn’t inherit the new access setup. 

Hi ​@NickPorter,

To avoid the problem in future that existing documents do not update the access rights, it is recommended that you never enter a person directly, but always via a group. This allows you to change the authorisations in the groups and they will then automatically apply to the existing documents. This is just an additional input on a possible implementation.

​@MikeCH understood and agreed, but in this case we are using Groups. 

Specifically some groups had been added for access to the Doc Classes under the Access Template configuration, but not actually enabled (that checkbox was not checked).  So now that it has been corrected in the Access Template for the Doc Classes the previously uploaded files still don’t have access granted for those Groups.

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