Adding/Editing a Note for Express User
Refer to Product Ideas
Zendesk Ticket: 359491
Account: Vancouver Civic Theatres/City of Vancouver
Region: US
Articles used in your research: Add and Manage Notes, Event Access Privileges
General:
Business impact if not resolved: this is tied to work to have VCT move to SaaS licensing
Short Summary of issue (issue description): Customer is looking to create an Express User role that allows adding and editing of notes for all events while restricting access to adding/changing/deleting events by event status but so far the user can only add or edit notes as long as the event status is less than or equal to the status level set on the access privilege Add/Change/Delete Events By Event Status Limit. Is adding/editing notes considered editing an event?
Macro Vertical: Convention Centers
Debug Environment:
Customer DB Location: Hosted
Database: VCT_Test_2115870790_USI
Server: Debug-Canada,1433
Version: 24.4.9152 (20250121)
V30 Link: https://supportwebus.ungerboeck.com/VCT_Test/app85.cshtml?ReturnUrl=%2fVCT_Test
User Login: VCTSYS10 / test
Recreation Steps:
- Log in as VCTSYS10 / test
- Navigate to event ID 24542 then click on the Notes tab
- Click Add
- Notice that the Add Note window opens and allows the user to add a note - this is because the event's status is (30), which is the status limit set on the access privilege
- Navigate to event ID 27923 then click on hte Notes tab
- Click Add
- Notice that the Add Note window will not open and a system message appears stating the user is restricted by access privilege Add/Change/Delete Events By Event Status Limit - this is because the event's status is higher than (30), which is the status limit set on the access privilege
- Also attempted to click on the View button on the Edit Event window > View Notes > Add, which results in the same behavior
Observed vs. Expected Results: Unsure what results are expected - is adding/editing a note considered editing an event?
What does the client want to accomplish: Customer is looking to create an Express User role that allows adding and editing of notes for all events while restricting access to adding/changing/deleting events by event status
Cathy Herrick - can you advise?
Attachments:
Attachments or screenshots:
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I tested in 25.1 and 24.4 QE with and Express User
- I could not add a note at all if Add/Change/Delete Events By Event Status Limit was not added to my Role or test User.
- When setting Add/Change/Delete Events By Event Status Limit at access level of 30 for my test user in both environments the test user could then only add a note on events with <30 status level and could not add on any events above 30
I'm not sure what the business case is for having Express Users needing to add notes to events but change nothing else - but maybe they should enter a Pendo request for another access privilege that manages just note entry?
Richard Marmura - I think this is working as designed. The application is treating adding a note as editing the Event - I think that sounds like what we would expect, is that correct?
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Richard Marmura just checking in to see if you've had a chance to review Cathy's message from last week regarding whether this is WAD or not. Consulting is advising that they believe it should not work this way, and Cathy and I are unsure. If you have a moment to weigh in, it would be greatly appreciated!
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Richard Marmura - are you able to review and confirm whether this the Add/Change/Delete Events By Event Status Limit privilege is working as designed to prevent Note entry?
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Anthony Costantino do you know if express users can edit a note on an event?
I looked at Express User functionality, and it just shows “Edit Note” - which makes me think an Express user could edit a note anywhere in the system
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Seth Halvaksz yes, Add Note and Edit Note are actions allowed in the Express user type, BUT that's not the question here. The access privilege Add/Change/Delete Events By Event Status Limit does not do a good job explicitly stating what ‘a change to an event’ means in terms of specific Enterprise workflows. Blocking the user from editing Event fields is pretty obvious and expected, but when we enact the privilege, we experience inconsistent behaviors between child subjects to the event. for example, the user can complete work orders, but can't edit service orders, the user can add activities but can't add notes… we need a more explicit definition of what ‘change event’ means for purposes of this privilege.
Some of us in Services believe that notes should be excluded from this privilege so that add/edit is not blocked by this privilege.
The common job to be done: there are a class of users who are expected to add operational details to the event but are not permitted to change the business critical or reporting critical fields on the event. These users need to add notes to the event, upload documents, and add/respond to activities but must not change any fields on the event page. This privilege is the closest to achieving the desired results except that it's preventing us from adding notes.
The work around we've recommended is to stop using the privilege and instead add a protect field restriction on all event fields. The workaround is a lot of one-time setup and causes frustration for an admin when this privilege is sitting there, …taunting us…
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Anthony Costantino got it. So the question here is what the access privilege “The access privilege Add/Change/Delete Events By Event Status Limit” controls.
This sounds like a good enhancement to review what this should do. Should it be consistent and not allow to edit any fields if the event status is below the access privilege?
Thanks for the suggested workaround for now.
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