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How to make downloaded files read-only if not checked out?

sgylden
2-Guest

How to make downloaded files read-only if not checked out?

Hi

After endless errors with DTI we finally had to deselect the MSoffice integration from the installation.

Now we can work using the Explorer integration, and we se no system errors anymore.

The issue we see now is that people update documents from DTI without checking them out first - they can edit them and save them - but it is saved to workspace only.

And they do not notice this mistake.

This is giving us problems - and updated documents are lost.

So how can we prevent users from doing this?

Others documents control systems we have (Like Documentum) will set a file as read-only when it is downloaded to workspace and not checked out.

How can we do something like this?

As we have removed office integration it looks like "Prompt for file overwrite" and "Prompt for Checkout and Checkin" doesn't work for us.

Best Regards

Soren Gylden

 

1 ACCEPTED SOLUTION

Accepted Solutions
doehr
1-Newbie
(To:sgylden)

Hi Soren,

This sounds a bit like a logistical problem. We do not have this problem but there are several things in place that prevent it, which you may want to consider:

-All Documents, both ones that get released through a CN and through our custom Document workflow, cannot get to a Released state without the workflow completing. The system directly sends the users tasks reminding them to do the edit, upload it and review it.

-Released documents CANNOT have their content edited via rules in the Policy Administrator. We only allow Read, Download and Revise.

-All employees are trained not to accept unreleased documents as valid. For Drawings we've actually implemented a PDF stamping and electronic signature step that only happens within the CN/CT process, and our Operations group is trained to never use an unstamped drawing for anything.
-Only a Site Administrator can override the above rules and kick a document to Released at any time, and I need to be given a very good reason to do so.

I believe if you put the above steps in place you at least won't have as much of a problem with lost documents.

View solution in original post

1 REPLY 1
doehr
1-Newbie
(To:sgylden)

Hi Soren,

This sounds a bit like a logistical problem. We do not have this problem but there are several things in place that prevent it, which you may want to consider:

-All Documents, both ones that get released through a CN and through our custom Document workflow, cannot get to a Released state without the workflow completing. The system directly sends the users tasks reminding them to do the edit, upload it and review it.

-Released documents CANNOT have their content edited via rules in the Policy Administrator. We only allow Read, Download and Revise.

-All employees are trained not to accept unreleased documents as valid. For Drawings we've actually implemented a PDF stamping and electronic signature step that only happens within the CN/CT process, and our Operations group is trained to never use an unstamped drawing for anything.
-Only a Site Administrator can override the above rules and kick a document to Released at any time, and I need to be given a very good reason to do so.

I believe if you put the above steps in place you at least won't have as much of a problem with lost documents.

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