Ommitting <no access> records in find/privledges

[Karend440]

Hello, Everyone

I've looked for a resolution on this, and couldn't find one throughout the posts, so I thought I'd ask:

I am using FM 8, I have set up a series of job departments, where as the manager will only have access to the employee records that report to him/her. Question is, I can set up the privledges to have access to only those with their name as the department manager, but it also brings up others showing as records, along with it. (those reporting to a higher level) Is there a way to set this up within the privedges to omit these records from showing at all? I am trying to get it, so they see only see, their 5 employee records, vs, the 10 records, (5 others coming up as that report to someone else.

ok, does this make any sense?

Thanks for the help, it's been making me nuts.. (more then usual)

Regards,

Karen

[jteich]

Create a startup script (if you don't already have one) and include a search for '*' in an id field or in any other field that surely contains some content.

-jens

[Karend440]

Thanks for the response, Jens -

But there will be about 100 people accessing this file, each to manage different people, or responsible for those records. Within a department, (which is what they are also grouped by) there could be say, 20 or more, and 3 different managers. They now have access to the records of only that department, and just those names they are responsible for, but I'd like to weed out also those coming up with the no access. I was thinking of individual scripts, but that could be a nightmare.

Thanks again, Karen

[Steven H. Blackwell]

but I'd like to weed out also those coming up with the no access.

Searches and joins are supposed to filter out these records automatically. If you're not seeing that, something isn't right about the way that your Record level Access is set up.

This is rather difficult to diagnose long distance though, so I am not sure what to tell you that you need to change.

Steven

[Karend440]

Well, it's like this..

I have each user with privledges set up, to view all tables and layouts, but with the particular layout they need (their department) I have the record in the privledge set to "limited", and the find being one particular field (_DeptManager = "Christopher Moss") and his name. It is allowing his allowed records to show, but.. all the others assigned to a different 'DeptManager" are the ones coming up . I would like to eliminate these from being seen, if possible. it's finding and allowing what it should, it's just that these are coming up also.

Thats what I am trying to avoid. Am I setting this up wrong?

I do appreciate the help.. thanks so much..

Karen

[Steven H. Blackwell]

I think you do have the privileges set up incorrectly. Let me see what I can do here for you about this.

Steven

[Karend440]

Hi Steven - thanks so much for your time and help. Thing is, is that everything works okay, the records belonging to the certain manager, are found.. not in any particular order, but they are there.. some inbetween the no access records.

I did find this on the Filemaker.com support website - see the notation in red.. is this like.. suppose to happen? Almost looks like it's by design, although I don't know why, because they are useless to the user.

~Best Regards,

Karen

In the Custom Layout

Privileges dialog box

Allow viewing the layout, changing the design of the layout in Layout mode, and deleting the layout

For Layout, choose Modifiable.

Allow viewing of the layout only (prohibit design changes)

For Layout, choose View only.

Prohibit viewing the layout

For Layout, choose No access.

Allow viewing data, editing data, and creating and deleting records in the layout

For Records via this layout, choose Modifiable.

Allow viewing data (prohibit editing data and creating and deleting records) in the layout

[color:red]For Records via this layout, choose View only.

Prohibit seeing the data on the layout. (The user will see for each field instead of the field data.)

For Records via this layout, choose No access.

Allow creating new layouts and duplicating any viewable layout

Select Allow creation of new layouts.ayouts.

[Jonls65]

I have created a timsheet system and I want users who log in to see only their timesheets. I have created a custom privledge set to view only records if Record_Created_By = Get(AccountName).

In the layout they still can scroll through all records seeing in the fields of the records they have not created.

Is there any way that they can only see the 3 records out of the 10 that have been entered. There is probably any easy solution so please help this newbie.

Jon

[Jonls65]

Karen,

I am having the same issue. Was there any resolution to this?

[Steven H. Blackwell]

If you do a find on some value that is the same in each record or if you do a find on some field that must contain a value, e.g. the primary key filed, then the returned set of records will be filtered to only those records the user has access to see. The No Access ones will not be included.

HTH

Steven

[steveald]

Alright, let's take this a step further. First I set up a limited privilege login as described above. Then I wrote a script that runs when the file opens that omits any records where a field I know is always populated is empty. It takes a few minutes to process 13,000-plus records, but the end result is the User only sees the records their privilege set allows and none with in all the fields. That works fine, even when the User does a Find - even fewer records are found and none of them are records.

Here's where the problem occurs. When a "Show All Records" is performed - whether or not a "Find" was done previously - all those records reappear. THIS is not what I need to happen. When someone logs in with a privilege set that restricts the records they can see, then they should never see any other records - including records.

[Vaughan]

"Here's where the problem occurs. When a "Show All Records" is performed..."

Ok, this is easy to fix: custom menus. Change the Show All Records to perform a script that performs a find.

[Steven H. Blackwell]

Here's where the problem occurs. When a "Show All Records" is performed - whether or not a "Find" was done previously - all those records reappear. THIS is not what I need to happen. When someone logs in with a privilege set that restricts the records they can see, then they should never see any other records - including records.

All records means all records, and it always has meant that. You may be able to script an action and attach it to a Show All Records button that does what you want, namely show only the records that a user can access.

Steven