How can I stop editing/checking in a document in a workflow before the task is acquired?

Hi,

When a performer opens a workflow task, he is able to edit/checkin the document before he/she acquires the task. This is the current behavior in a workflow designed using Process Builder 6.7 SP1. The performer can also open the document in Read-only mode by double clicking on the the document. Opening in Read only mode before the task is acquired is fine. That we need, but editing and checking in the document before he/she acquires the task is need to be stopped. How can I do this?

In brief, any workflow performer must acquire the task before he/she edits/checks out/checks in the document in the workflow.

Please share your knowledge and experiences for figuring this out.

Thanks.

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Accepted answers

DCTM_Guru

Since you are already customizing aquire action, you should be able to change the ACL on the document(s) in the package -> its simple DFC code to change acl_name/acl_domian.

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DCTM_Guru

Change the ACL so that they only have read permissions. When they acquire it, change the ACL and give them write permissions. You will have to customize the "acquire" action to do this, since this is not OOTB behavior.

If you dont want to customize, then just use a document annotation tool like Brava and Daeja. People can annotate without having to have WRITE permissions. Its then up to document coordinator to actually checkout the document and modify the document based on people's comments.

athati

Thanks Johnny.

We are in the process of customizing 'acquire' action.

I have some questions for you.

Currently I have implemented folder ACL in our test environment. Do you think it affects the the ACLs assigned dynamically in the workflow? Please drop me some details.

Logically a document need to be acquired first before it is modified. Why the OOB behavior is not at all logical?

Thanks.

DCTM_Guru

Folder ACL only applies when a document is first imported/created within repository. The ACL does not change afterwards unless you change it.

The reason you have to acquire is b/c if you assign "single user from group", the server needs to know which user from the group "acquired" the task, so that it can remove the task from the other users in the group.

athati

Thanks Johnny.

Currently i am applying Folder ACL to all workflow performers (groups and users and groups). This ACL gives write permissions to all users, so that any user can create a new document and edit it while in the workflow. We are also applying ACLs to each manual performer group so that only the group/performer who has the task in their inbox have write permissions and other groups/performers have read permissions. How can I apply two different ACLs before and after acquiring the task is a big challenge to me now. Do you think it can be done using 'action'? Can you please give me more details.

Thank you for your continuos support and help.

DCTM_Guru

Since you are already customizing aquire action, you should be able to change the ACL on the document(s) in the package -> its simple DFC code to change acl_name/acl_domian.