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HJ115-Moonstone
15-Moonstone
November 29, 2021
Solved

Document templates approval and remove from search results

  • November 29, 2021
  • 1 reply
  • 3075 views

Hello all,

something I surprisingly enough did not find in discussions...

Nobody really asked about it so far and we've managed with just admin set state, but:

 

How do you manage approval / Promotion of document templates?

How do I remove them from search results so that users are not able to download the file from there instead using New Document from Template in Desktop Integration tools? Templates are managed in Org level.

 

Windchill 11.1 M020

Best answer by STEVEG

You do not need to create a promotion request in the Templates Actions menu but it should be there.  You can search for them like a normal search then create a request from the results table.

 

If you do not have that option shown then you are not allowed to create a promotion request for those files.

 

Can you create a request for other document types?

1 reply

S
21-Topaz I
STEVEG21-Topaz I
21-Topaz I
November 29, 2021

I use promotion requests to set the released state of templates.

 

We do not restrict our searching for these documents.  Most, if not all, users are not concerned about searching for those documents.  We train them to use the New Document icon in the Context.

H
HJ115-MoonstoneAuthor
15-Moonstone
November 29, 2021

I see I failed to make my point. Promotion request would be what I'd use, but it's not possible, there's no New Promotion Request in the template's Actions menu..?

H
HJ115-MoonstoneAuthor
15-Moonstone
December 10, 2021

Ok, thanks for confirming it really is an oddity.

It's true that you very seldom need to promote a template, but when you do, it's just not there. Once you've created / updated the template the obvious choice would be to start Promotion via Actions-menu as with any document, not first search for it...

 

Also, I still insist that the way users are able to access the template via search is not good as it gives the opportunity to use it in a way you're not supposed to. My guess is that a user needs to be granted read & download to template to enable using it in the first place (New Document from Template), but I don't see the point - if intentional / "works as specified" - of not adding a logic to code to prevent templates specifically from appearing to search results for users.

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