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Share a database folder and all the documents in it 
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: -5
: 8
: 13
: Notes Client / Mail
: acl, folder, database
: Peter Moline1403 29 Nov 2007
:
: / Email
I often get requests from users asking how they can grant access to folders in their mail file to a colleague. eg. they're working on a project and they want to share just the e-mails in one or two folders.
For a product is all about collaboration, I'm amazed there is no way to do this in Notes. You can grant access to the whole mail file, but not at any level below this, unless you want to start messing with reader fields on individual documents.
 
Yes, there are "workarounds" like copying & pasting the e-mails into a TeamRoom;  or setting up a rule to forward the e-mail to another person, but they have numerous shortcomings.
 
I anticipate that this idea would require a new level of access to be defined in the database ACL (eg. 'read shared folders'), as well as something like a new folder property (eg. a "folder ACL") that would expose only the documents in the folder to the authorised user, and no other documents.
 
link to a similar idea:
http://ideajam.net/IdeaJam/P/ij.nsf/0/79F183D084F4DDB2862573860057FFA6
 I tried to link it below, but ended up with the wrong link (maybe because it is in a different category)
 



1) Slawek Rogulski8874 (29 Nov 2007)
Folders do have an ACL. So the functionality is there but only available by tweaking the design. So I am all for exposing it to allow users to configure it themselves. There might be a need for a different frameset to display shared views but again should be simple enough.
2) Jerry Carter798 (29 Nov 2007)
Agree. The access model for documents (properties) should extend to folders. Seems simple as a concept, powerful in application.
3) Richard Schwartz3723 (29 Nov 2007)
This idea promotes the idea of using the mail file for collaboration, which means it is promoting using mail for collaboration. It's the opposite of the direction the industry has been moving for years, now -- except for Kubi Software, and they went out of business because they couldn't sell it. Get collaboration out of the mail file! Get it into a TeamRoom, or (better...) Quickr.
4) Richard Schwartz3723 (29 Nov 2007)
But... OTOH, I think you can probably do this without needing any new level of permissions in the ACL. Just combine Public Access rights and Readers fields. I.e., you grant Public Access rights to people you want to let in, and you put code in the PostDragDrop event of the folder(s) so that it sets both the Public Access flag and a Readers field on any documents that go into the folder.
5) Richard Schwartz3723 (29 Nov 2007)
One last thing... even if you do get collaboration out of the mail file, it is possible to create the appearance that it is in the mail file. Code in the QueryDragDrop and QueryOpen events of a folder.
6) Peter Moline1403 (29 Nov 2007)
@3 - people DO use mail for collaboration. I'm suggesting making it easier to share what you've already got in your folders.
re: TeamRoom or Quickr, in the industry that I work in, we might have 25,000 active "projects" on the go - it would be insane to set up rooms or places for each one.

@4 - reader fields are too simple. If I then wanted to give access to a new person, I would have to go back an re-apply the reader fields to all the existing documents.

@5 - see my idea 'Drag and Drop Notes documents'
7) Richard Schwartz3723 (29 Nov 2007)
@6 re @4: Easy maintenance of the reader lists can be programmed in some new entries on the action bar. (All I'm trying to get across here is that I believe you can solve this problem without requiring any changes to the core product.)
8) Richard Schwartz3723 (29 Nov 2007)
@6 re @3: I forgot to mention Activities, which bring together the pieces of ad hoc collaboration from disparate containers (including the Inbox!) into a virtual container shared by the participants. That would be a more effective solution for an organization with 25,000 participants.
9) Axel Janssen5023 (29 Nov 2007)
You get all sorts of concurrent access/locking and even network reliability problems.
If someone edits a mail in one of my folders, will I be locked out? Or is there some sort of versioning logic. And versioning isn't easy to understand. It took me some time to really work effectively with cvs/subversion in my java projects.
In Notes development I yet drive my collegues mad with my sometimes lenient way of working with the design locking feature.
Email should be easy.
10) Peter Moline1403 (29 Nov 2007)
@9 - this is a Domino database we're talking about - multi user access !!
I've never come across a case of corruption or a "versioning problem" caused by someone with delegated access to a mail file.

The idea is to expose just a subset of documents in a database to another user, instead of the whole lot as is currently the case.










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