Permission Group - Portfolio (to be able to view a document you can delete it?)

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Gayle Brimble

• 05 August 2019 00:58

All of our Student files are uploaded to the Contact Portfolio.   For specific permission groups we want them to be able to VIEW the uploaded portfolio documents, however we do NOT want them to be able to delete any records. 

For Example; we upload our students Pre-Activity Questionnaire - PAQ (health screening questions prior to exercising in the course) to their portfolio.  Each Trainer that takes a practical session for this cohort is required to review the questionnaire for medical conditions / injuries that may require adaption during the practical sessions and assessments. 

If we use the VIEW permission only.  They can view that the file exists but they CANNOT open the file to VIEW the content, which is confusing as wouldn't VIEW permissions mean they can VIEW the document?  

They can see this but not open the document to actually view. 

 

So the Trainer cannot go past this point when what they need to see is the actual document:

 

 

We tried the ADD permission and the UPDATE permission.     With Update permission you can now OPEN the above portfolio item HOWEVER they now have permissions to DELETE the attachments.  We have not allowed the DELETE permission and yet they can delete the uploaded document.  We do not want records deleted but to be able to view the required document they pretty much have to have full access. 

 

So we are confused. 

• If you give VIEW permission to portfolio you CANNOT actually view the document? 
• If you give the UPDATE permission you can actually DELETE even though Delete permission has not been given.

Is there something we are missing here?  

 

2

• Official comment

  

  Ty

  • 08 August 2019 01:02

  Hi Gayle, 

  Thank you for creating this post in our Ideas Forum. 

  Upon discussing this with our development team, they have made a commitment to revise how the permissions will behave. 

  We are going to remove the ability to delete attachment portfolio items from the Contact Portfolio Update permission and add it to the Contact Portfolio Delete permission. We will also move the ability to view attachments from the Contact Portfolio Update permission to the Contact Portfolio View permission. 

  When this change is due for release it will be included in our release notes here. 

   

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  Gayle Brimble

  • 08 August 2019 01:16

  Thank you, Thank you, Thank you!!! 

  Just this morning we have been trying to come up with a workflow of potentially having to attach a scan to a contact notes as well as uploading to portfolio so that everyone who needs access can get it in different places depending on their permissions. Not ideal with a volume of double up but a work around. 

  This news makes me so happy that we just need to upload once, all student files are in the one place and everyone who has view permission to student files can see the required documents but they are kept safe from being deleted. 

  Much appreciated! 

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  Wes Manuta

  • 20 November 2019 23:29

  Good morning Gayle,

  An update has been added to the system overnight which further separates the Contact Portfolio View, Update and Delete permissions.

  AX-8890 - Deleting uploaded files on the contact portfolio page now requires the contact portfolio delete permission. Previously, this was controlled by the contact portfolio update permission.

  Other updates/improvements can be read in our Release Notes.

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