topic Re: Edit userdefined properties on released files in Vault Forum

Edit userdefined properties on released files

ThatWorksForMe — Wed, 10 Nov 2021 13:32:35 GMT

Hi,

I am managing several groups in Vault.

One group are mechanical engineers with normal access to all engineering (Lifecycle definition) files. They can create, edit and send files to the approver.

The second group are the approver. They take a look at the files which the engineer wants to have released. If the files are ok, the approver change their state so the files gets released.

The mechanical engineers havnt got access to the files anymore. They can open the files but they are not able to change them or to check them out.

After releasing the files only the approver are able to change the userdefined properties of the released files. This is what I want to change.

Also the engineers should be able to change the userdefined properties. Therefor I created a new group where all engineers are in. This group has only the rights to change the userdefined properties.

But as I created the new group, no engineer is able to change the properties. So I went to the lifecycle definition, added the new group and do the settings, that the new group is able to change the released files. That works, but it has one negative effect. Now are the engineers able to check out the released files.

Is there a possibility that the engineers are only able to edit the userdefined properties?

They should not have the rights to check out the files.

Regards

Re: Edit userdefined properties on released files

ihayesjr — Wed, 10 Nov 2021 14:32:40 GMT

@ThatWorksForMe

No, there are no permissions that are just for modifying properties. Why aren't the properties already set before you go to the Release state? No one should be modifying a file in any way in the Release state.

Re: Edit userdefined properties on released files

ThatWorksForMe — Wed, 10 Nov 2021 16:49:03 GMT

You are absolutely right. But it is a question of what was first. Our SAP colleagues need a released drawing to create material and give them a SAP number.

And we need the SAP number for our BOM.

So there is an agreement of the engineers and the SAP colleagues that we first release the drawing and then we get a SAP number and then we enter the number to the Vault properties.

Re: Edit userdefined properties on released files

ihayesjr — Wed, 10 Nov 2021 17:00:23 GMT

Instead of creating a Release state when the engineer is done, create a state called "Ready for SAP".

In this state, the engineering group cannot edit and the SAP group and center the SAP number. Once that is complete, the file goes into the Released state and no one is allowed to edit.

Re: Edit userdefined properties on released files

ThatWorksForMe — Wed, 10 Nov 2021 18:00:05 GMT

That's hardly possible, because our SAP colleagues have no access to Vault and it is not planned that they should get it. If they do it that way, they need another software beside SAP and this is not compatible with our processes.

But I don't get it at the moment. In the lifecycle you can define that a group is allowed to change files. And in the group policies you can define which changes the group is allowed to make. And there I activated one point with the editing user-defined properties. So the only editing point could be changing the properties and not that they can check the files out. This is a sperate point in the policies. But that point isn't activated. So on my opinion it shouldn't be possible that they can check the files out.

Re: Edit userdefined properties on released files

ThatWorksForMe — Thu, 11 Nov 2021 07:03:31 GMT

@ihayesjr

You brought me to the right solution. Thanks therefore.

Now I created a new state. After the files are released the engineers get the SAP number and they change the state of the files to "Enter SAP Number". After that they only can edit the userdefined iproperties. After they entered the number, they change the state back to released. That works fine.

Thanks