Contract Document Phase Permission

[Former Member]

Does anyone know how to easily limit permissions to change a contract document's phase to a specific security profile?  We have not yet implemented any workflows and we are manually changing phases on the contract document.  However, we want to limit that functionality to specific users who have a specific security profile.

I have looked at all of the permissions and I can't find which one I should use to deny or allow the permission to change a contract document phase.  Either I've missed it or this can't be done simply through security permissions.  If the latter is the case, does anyone have a script that may be useful in this situation?

[former_member224222 · Accepted solution]

Hello,

I can't think of an easy way to do this specifically for Contract Documents, but controlling phase change in general across all business documents can be achieved easily with security profiles.  As a reminder or in case you are unaware, the permission of interest is 'Change State' which is an instance level permission.

 

If that's too broad an approach, I would look at the Pre Phase Change lifecycle event for your script solution.

Hope that helps.

[Former Member · Accepted solution]

Robert,

Thanks for your input.  That looks like a good solution, but I don't have the same options you do.  What version are you using?  We are on Application Version: 9.0.05.00.  Here is what I see:

The Change State option looks like it is only available for proposals and not for agreements.  Am I missing something?

-- Arlene

[Former Member · Accepted solution]

Hi Arlene,

The difference between the two profiles is its Usage type. The Contract Manager profile is specific to each document type while Document Collaborator is a generic profile which covers all the documents.

One suggestion to resolve your issue could be to create a copy of Contract Manager and change its usage type. Then you can control the access without worrying about it affecting other documents.

Although personally I would prefer to address this issue through a script (pre-phase event). Its a much cleaner approach and we do not have to create copies of existing profiles.

Let us know the solution once you resolve your issue.

Thanks,

Arijeet

[former_member224222 · Accepted solution]

Hello,

As Arijeet has pointed out, there are two types of Security Profiles.  They are either class level or instance level.  You can see this on the Security Profile list page in the 'Usage' column.  Or in the Security Profile UI itself (there is a checkbox for 'Object Level').  In any event, your screenshot is of a class level profile.  The permission to change phase, or rather 'Change State', should be an object level permission.  I'm not quite sure what 'Proposal Change State' is.  Sorry.  But if you take a look at any of your instance level profiles, like Collaborator for example, you'll see what I put in my screenshot.

As for which way to go, profiles or script, it probably really depends on the details of all your requirements and what you have set up already, etc.  Hopefully you have enough information to make a good choice.

Thanks

[Former Member · Accepted solution]

Thanks again, Robert.  You are right in that we will have to look at the big picture as to how we plan to use the profiles.

[Former Member]

Hi Arlene,

We were not able to find a way to do this at a client as well.  We ended up writing a small script to check whether someone was part of a specific group and threw and error otherwise.  Hope that helps.  Thanks.

-Luki

[Former Member]

Luki,

Thanks for your response.  That's what I suspected we would have to do.  What trigger event did you use for the script?  I'm thinking field data edit.

-- Arlene