How to remove account text field

Content Server 7.x as well as 10G includes an editable text box next to Account field on content check in form. Allowing users to type in arbitrary accounts increases the risk of newly checked in content becoming inaccessible to others and has a potential of causing performance problems due to proliferation of account-related directories in weblayout. Many people wonder if they can remove it so users can only pick from the list of pre-defined accounts.

Here is how to accomplish that in just a few minutes without resorting to custom component development.

1. Start Configuration Manager

2. On the Tables Tab go Add table

3. Select DocumentAccounts table, Click OK

4. On the Views Tab go Add…

4.1 Pick DocumentAccounts as your table and select dDocAccount field so it will be shown

4.2 On Security Tab uncheck the Publish view data and select “Use standard document security” as shown below

4.3 Hit OK to close Edit View dialog

5. On Information Fields tab hit Add…

5. 1 Type field caption such as “SecurityAccount” , pick desired field order

5.2 Check the Enable Option List checkbox as shown below and click Configure button besides it

5.3 Select the Use View option as shown below. Select the view you’ve created on step 4 as shown below

5.4 Click OK to close the Configure Option List dialog

5.5 Click OK to close Edit Custom Info Field dialog

6. Click Update Database Design button (right side on the Information Fields tab on Configuration manager)

7. Select the Rules tab and click Add…

7.1 Type in a name for the new Global Rule you will be creating

7.2 On the Edit Rule dialog make sure that “Is global rule with priority” box is checked

7.3 Select Fields tab (see below)

7.3.1 Click Add to add a new filed

7.3.2 Select the filed you’ve created on step 5

7.3.3 Change Type to required or leave as Edit depending on your preference

7.3.4 Add dDocAccount field as you did on step 7.3.1 but this time mark is Hidden

7.3.5 Make sure that “Is derived field” box is checked and click “Edit…” as shown below

7.3.6 Switch to Custom tab on the Script Properties dialog as shown below

7.3.7 Check “Custom“ check box and paste the following text into it:

<$dprDerivedValue=getFieldViewValue("xSecurityAccount",#active.xSecurityAccount,"dDocAccount")$>

7.3.8 Click OK to close Script Properties dialog.

7.3.9 Click OK to close Edit Rule Field dialog

7.4 Click OK to close Edit Rule dialog

8. Select Options -> Publish Schema and Options -> Publish Schema Base so that your changes are visible on the check in form

WARNING : The global rule created on step 7 will hide the built in Account filed on content information, search and update screens to above steps will only be sufficient if you perform them on a new instance of content server. If you are working on an instance with existing content – follow the steps below:

9. Under Rules tab of Configuration Manager select the rule you’ve added on step 7 and hit Edit…

9.1 Select “Use rule activation condition” as shown below

9.2 Click Edit… and Add… to add a rule condition as shown below.

This will ensure that the original Account field is still visible and none your users are affected when they perform and update. You might want to add another rule to hide your newly created filed on search and content information pages…