Q

Access rights across multiple systems

I am trying to create an Access Rights form for tracking access rights across the different systems I have. I want a request form that has a combo box with the following names

Sage
Kronos
Hobs

When one of the names is selected, a pop up box is displayed with a list of access items and a check box next to them. These will be different depending on what is selected from the combobox. I want the user to select what he/she needs access to from this box. When he/she clicks on ok I want all of the items selected with a check box to be listed onto the form, so this can be sent to the IT dept to give that user access. What is the easiest way of doing this?

When the IT department modifies the users access form to reflect the items on the request, I want it to automatically make a copy of the old information and save that as a history and then the new form will be given an updated revision number. So Rev 1 would be the original form and Rev 2 would be the new form with the appropriate changes.

Any help is appreciated.

First, I would like to encourage you not to use a pop-up dialog to prompt the user for an access type selection the instant they make a system selection. This is startling and irritating to the user, and makes it difficult for them to go back and revise their selection of access types if they don't answer the question correctly at first.

What I would do in a situation like this is have two keyword fields -- one to select the system, and another to select the access rights being requested. The System field is set to "refresh fields on keyword change" and the Access field is set to "refresh choices on document refresh." A hidden Computed for Display field, AccessChoices, between the two, takes the value of the System field and calculates what choices should be available for the Access field. For instance, the AccessChoices field might use this formula:

@If(System = "Sage"; "this" : "that" : 
"the other thing"; System 
= "Kronos"; "this" : "something else"; 
System = "Hobs"; "that" : "the other 
thing" : "something else"; "")
 

The keyword formula for the Access field would then be simply AccessChoices (or, if you want to get fancy, @If(AccessChoices != ""; AccessChoices; "Select a system first|") -- note the vertical bar). To prevent users from entering an invalid combination by selecting a system, then selecting an access right, then selecting a system for which the selected access right does not apply, you need an input translation formula in the Access field, as follows:

@Keywords(AccessChoices; Access; "") 

This will also work in a Web application provided you enable the "Use JavaScript when generating pages" option of the database, and the "Generate HTML for all fields" option of the form.

For your second question: If you will read about "versioning" in the Domino Designer help, you will see that Notes provides a very easy way to automatically store old versions of documents by just enabling options on the form. To make your incremental number, you will need two fields -- one, a Computed number field named (let's say) RevNo, and a hidden Computed for Display number field named OldRevNo. Put the OldRevNo field first, and give it the following formula:

@If(@IsDocBeingLoaded; 
RevNo; OldRevNo) 
In the RevNo field, use the
 following formula: 
@If(OldRevNo = ""; 1; 
OldRevNo + 1) 

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