Making Notes editable - Plugin and Workflow - Entity Permissions and Web Roles

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The question is: is it possible to makes notes editable by all users with the required web role?

It appears that the Note is only editable by the user who added the note... and only if the note was added from the portal UI. If it is added using a workflow it is not offering the edit option.

I've used a Workflow to add the note on Create of a record - tried as executing as: the Owner, and as the user who made changes. Neither work.

Tried as a Child Process called from a plugin so that the calling user would be sys admin... still no dice.

Can anyone shed light on how the ownership of notes works?

Thanks!

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Nicholas Hayduk 2,863 on at

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Hi Roland,

Yes, you are right - typically the Portal only allows the author of the notes to edit them. However, the technique that the Portal uses to determine the author does give us a bit of flexibility, but maybe not quite as much as you'd like.

There is no actual relationship between Contact and Note to represent the author. The Portals code uses text in the subject of the note to figure this out. The subject of a note created in the Portal looks something like:

Note created on 5/1/2018 3:54:09 AM by Nicholas Hayduk [contact:000d3af4-2747-e811-a94c-000d3af4a2cc]

So, if your workflow creates a note that has a subject line with the correct name and GUID, then that contact will be able to edit the note. This technique would work to allow you to make the note editable by one user, but unfortunately not all users, or even all users with a specific web role.

Also, keep in mind that for a note to appear on the portal, it needs to start with a special bit of text, which defaults to *WEB*.

Hope that helps.

Nick

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Arpit Shrivastava 7,518 User Group Leader on at

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Hi Roland,

Notes must have *WEB* keyword in order to make them visible on portal. Also, I am hoping, you have given 'Global' Access of 'Write' permission on Note Entity and associated Authenticated Web Role with that.

Hope it helps.

-Arpit

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Community Member on at

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Hi Nick,

Thanks for your detailed response.

You confirmed my suspicions and prompted me to look under the hood.

What I found was the following:

Note: On Prem only!

MasterPortal -> Areas -> Portal -> Controllers -> EntityNotesController.cs

Here you'll find that a check is performed to match the (Portal)User and the (Note)Contact which will determine if the Toolbar(Edit/Delete) is displayed.

If the Note is added using a Workflow then the Contact will be null. This alone will stop you from seeing the modify toolbar.

But even if you override these, you'll find that you have the ability to edit but those changes get scrutinized again within ADX XRM to ensure only the owner of the note can save.

Cheers,

Roland

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Community Member on at

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Thanks Arpit, yes to all :)

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