Modification field with group

[cfoster]

We have about 15 users who need varying levels of access to a file with confidential info. We want to be able to identify who made the most recent edit to a record in case there's a problem with the data. Because our users often share workstations and use different computers at different times, we can't use the auto-enter Modification Name feature because the Current User Name won't necessarily reflect who's actually editing the record. Since there are relatively few users, we're planning to set up individual passwords for each person with the idea that each individual's group and/or password will accurately identify the user. Any suggestions on how to capture the group name or password in a modification field whenever a record is modified?

Thanks!

[DykstrL]

You can't capture the passwords, but you are on the right track about Groups. Either in a script or calculation use:

Status(CurrentGroups)

There are some gotchas to this though. If your password puts you in several Groups, that is what will be captured, i.e.:

If you have 3 groups: Group1, Group2, and Group3, the master password is in ALL groups (full access), so what would be captured would look something like:

Group1

Group2

Group3

A password could also be a member of Group2 and Group3.

So when you're calculating against the group data, you would need to use something like a pattern count to find the occurance of the specific group.

If(PatternCount,"Group1

[cfoster]

Thanks for the reply. If I use Status(Current Groups) to essentially identify the user, how would I tie the updating of this field to the modification of the record?

[DykstrL]

OK, I think this would work:

Create a number field= Modified

Create a calculation field= ModifiedCalc=[unstored]Status( CurrentRecordModificationCount)

When the record is modified, the ModifiedCalc field will increment this number - the record was modified. This could be tied to the calculation field for capturing the Group name:

GroupCapture= If(ModifiedCalc<>Modified,Status(CurrentGroups),GroupCapture)

What you would need to do then is use a loop script when the file is opened or when the user exits the file, that would set the Modified field to the value of ModifiedCalc in all of the records in the file. If the file has several hundred records, the loop may take a while to run.

I'll have to think about a way to set the modified field without using a loop script...