Job Processor to Pass Previous Initiating "Created By" User Name onto Newly Created Version

[JohnEvansAEC]

Dear Vault Team,

Condition: Job Processor 'name' is entered into latest version after processor completes updates.

Problem: Various, including reports and searches do not reflect the user who initiated the latest state change.

Work Around Fails: Uncheck the "Search Latest Version Only" button makes saved searches not able to be saved as folders. Search Folders are really needed.

Proposed Solution: Offer the Administrator an option to have the Job Processor to pass on the name of the name of the user that initiated the lifecycle change to the final version's "Created By" property.

Proposed Checkbox Label: "Allow Job Processor to Pass User Name to Created-By Property".

Research: I have read a bit and find the Vault Team trying to help some of the issues we are having, most notably the "Latest Approver" Property addition: 

https://forums.autodesk.com/t5/vault-ideas/latest-approver-property/idi-p/9862279

as well as the Historical Version Discussion:

https://forums.autodesk.com/t5/vault-ideas/search-option-find-previous-historical-version-only/idi-p...

I use the criteria searches for a wide variety of needs, as many of us do. In the latter example, the suggested workaround was to include "Latest Version = False", however I fear that this would eliminate valid search results where the Tip Version was occupied by a valid User.

I hope the community considers this idea and upvotes, or offers a suggested workaround that I did not yet consider.

Cheers,

John Evans

[ihayesjr]

@JohnEvansAEC 

Thank you for posting the Idea.

Can you help me understand why the "Latest Approver" value doesn't work for you?

[JohnEvansAEC]

Irvin,

The "Latest Approver" property only gets applied by the system after Release (if I understand it correctly). We let the Job Processor run on a "Review" (or Pre-Release) state; We run the Pre-Release process so that the docs and revision tables are sync'd up before the principle reviews.

Therefore, we have to depend once again on the "Created By" field. We do have an "Author" UDP that drives our revision tables, and while I can query that UDP, that is only good for CAD files. 

The Queries that are typically in play here where this is concerned are:

Review state query - report/saved-search-folder includes accurate list of which user is working the files.

WIP state query - report/saved-search-folder includes accurate list of which user is working the files.

Work-Week-by-User - saved-search-folder includes the latest work a particular user is involved with; I use one for myself to find recent work quickly. When things get hectic, we are often swapping three different project priorities in a day, putting out fires. This saved search folder is rather handy. 

I just had another thought related to your question. The "Latest Approver" would work good for CAD related things if we could update it at Pre-Release state. Just a thought. This still would not help with remaining files unless I apply the Pre-Release state to all lifecycles, and that just seems ridiculous.

Thank you again for your efforts and time.

Cheers,

John Evans

[ihayesjr]

@JohnEvansAEC 

Thanks for the information. Why can't you use the Author property on other files? Which file types are you referring to if they are not CAD files?

[JohnEvansAEC]

@ihayesjr 

All other files. Excel Spreadsheets, Word docs, scanned PDF, etc.

Having to apply "Author" property for every file uploaded even though the creator's fingerprints are all over said files, all to work around the Job Processor 'replacing' the initiator information on a few files, seems ridiculous. Also, I would not want my team's names on files that originated outside the organization, such as references.

This case seems to be where all the information is/was there. The Job Processor  (JP) was initiated by a transition created by a user. The JP did not authorize the progression of file data, a user did. Based on all of the chatter, etc. online, I know I'm not the only person who would love the option to have the JP pass on the Initiator's info.

I know having the JP evident during troubleshooting is valuable, but at that time I could revert the option and perform the troubleshooting.

In the past you have pointed out not so obvious solutions to my needs, and I am really appreciative and will continue to be receptive to your suggestions.