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Automatic update for previous versions (permissions)

Viktor Zagajski

Hi everyone,

Is there a way to automatically put new value in the metadata card on all of the previous version of the object?

We have a use case where permissions are set based on metadata. Users can be added in certain properties that give them rights to read the document.

The issue is that when user is added to property "Additional Viewer", that user can only see versions of the object where they are on the metadata card which means they cannot see comments on the object before they were added on the metadata card.

There is a way to change older version manually which would give them rights for previous versions but it would be great if that could be done automatically.

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  • +1

    There's no built-in option for this as permissions are version-specific by design: this way you can control the visibility through the object's lifecycle and each user can only see those versions they are supposed to see.

    If the issue is specifically about the visibility of the comments, as a workaround you could perhaps store all the comments in a property on the metadata card so that users who get access to the object later can view the full comment history from that property. You may need to write an event handler or some other custom extension for this comment collection (copying from the built-in Comment property to your own comment property).

  • 0 in reply to Joonas Linkola

    As many times so far - thank you for confirmation Joonas :) 

    We supposed this won't be possible without us having to write some custom solution. Anyway, it is quite reasonable request from the end users... Case is next - they are lawyers and one person works on a contract for 6 months. Contract is signed and next year comes renewal and someone else is assigned to contract. That new person would like to see all changes, comments, etc. to better understand how they came to conclusion. I know it is against the M-Files architecture of versioning and permissions, still customer request makes sense. 

    Once again - thanks! 

  • 0 in reply to Ivan Markovic

    Are there a lot of contracts? I'm just thinking if it would be possible to utilize user groups somehow in the permissions so that the person responsible for the contract would be added to a contract-specific user group that has the permission to view the full history of the document. This user group management could be done automatically by a custom vault application for instance based on the contract owner specified in the document metadata.

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  • 0 in reply to Ivan Markovic

    Are there a lot of contracts? I'm just thinking if it would be possible to utilize user groups somehow in the permissions so that the person responsible for the contract would be added to a contract-specific user group that has the permission to view the full history of the document. This user group management could be done automatically by a custom vault application for instance based on the contract owner specified in the document metadata.

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