Returns Document Type

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Posted on by Rosemary

I am looking at restricting document type 'return' for a specific department. The objective is to the centralize and control the creation of the document type. I would prefer not to use the 'approval' option because I am not sure if it can be that flexible.

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Bill Campbell 12 on at

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I would have to investigate deeper to provide a complete solution, but off the top of my head I would consider Security settings related to Document Access in Sales as a place to start.

As an example, when you choose ADMIN_SALES_003* and choose Document Access as TYPE, Series: Sales - you will see a list of the documents that a user assigned to this Roll would have. THIS IS NOT THE PLACE TO SET IT AS THIS IS ADMIN LEVEL - example only.

You would have to find the Task ID that is used to Grant the access, then create a new one, make the modification you need and make sure you assign the two (or more) tasks to the correct user IDs

This is just the 'beginning' of the solution, but I believe that without having to modify the application or create new code, you can restrict the access to the RETURN document Type to select users within the system.

Let me know if this suggestion works for you and then we can invest more time to see what has to be done to make it work for you.

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Rosemary 10 on at

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I created a new Task ID, I am seeing it when I look at roles, but wouldn't I have to change 'defaultuser' to this new Task ID?

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soma 24,410 on at

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Better you can set a password for this document type field by using Field Level Security and share the password to appropriate department only.

community.dynamics.com/.../field-level-security-in-gp-without-customization

Hope this helps!!!

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Rosemary 10 on at

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I am familiar with field level security, the challenge with passwords is that it can be shared.

But I will still test and put the option to the relevant individuals.

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Bill Campbell 12 on at

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If you 'remove' the option from the TASK that is attached to Default User then you are covering most of the user and restricting their access.

Now create a new Task / Roll and assign this only to the users that you want to have the access.

Bit of a work around, but it is one that I find works.

Also, there is no password but the user password, and as we all have learned, that too can be shared, but a lot less of that happens if there are good security policies in place.

let me know.

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Bill Campbell 12 on at

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Rosemary, did you figure this out? Let us know what you did to solve the situation as I am pretty sure someone else out there is going to come up with the same situation.

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Redbeard 12,931 on at

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Rosemary,

The defaultuser id controls access to alternate or modified reports.

Tasks are assigned to Roles

Roles are assigned to Users (specific to companies)

So you need to do the following:

Take access for all document types out of the current task. Then create two separate tasks (at least). One should have access to all but the return document type, the other should have access to just the return document type.

Once that's done, create two new roles and assign these tasks as appropriate to the role NoReturns and ReturnsOnly.

Then you need to assign the NoReturns and ReturnsOnly Roles to the appropriate users in the right companies.

Or you could use Field Level Security as Soma suggested.

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Rosemary 10 on at

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Not exactly Bill, I used the field level security option, but the password option comes up for all document types. I just wanted the password option for the return.

I started with the option Harry suggested when I had to deal with something else.

Ideally the user is expected to function with both invoice and return, but too many errors are coming up with the returns.

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Bill Campbell 12 on at

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Having re-read the thread - I would have to suggest that Harry has the right direction. Putting a password on a field like that is passwording the whole field - not just the selection of the option - RETURN

I believe from experience that the TASK and ROLE method will work for you.

Let us know if this works, and as Harry says, be sure to tell us if we solved the problem..

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Rosemary 10 on at

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I created a Task/Role named Billing and assigned it to a user.

These are all the documents assigned, defaultuser does not have access to any documents in Sales, yet when I log on as you would see I have access to all document types.

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