Overview

Whereas Security Groups identify the functions a user has rights to, Data Access Groups identify what data they see. A user may have full rights to all the features in the Sales Order module but they can only print reports they have Data Access to and can only see sales orders that are in Workflows they have rights to.

Reports – Editing User Access to Reports

Step 1: Confirm Report Data Access is enabled.

To edit user access to reports, the user must first ensure that Report Data Access is enabled. Expand the System module and select Data Access Groups from the navigation menu. If Report Data Access is not currently enabled, “(Disabled)” will appear on the Data Access Groups Reports tab. This signifies that the “Enable Report Data Access” preference is currently set to “No” and the user must change the preference to enable this feature. To do so, select Preferences from the System module navigation menu and select “Yes” from the Value drop-down menu that corresponds to the Enable Report Data Access preference line item. Click the Save toolbar icon.

Setting the “Enable Report Data Access” preference to “Yes” enables the use of report data access and removes “(Disabled)” from the Data Access Groups Reports tab.

Note: When the preference is set to “No”, all users have access to all reports. Once the preference has been changed to “Yes”, no users have access to any reports until individual selections are made within the Reports tab in Data Access Groups.

Step 2: Select the user and company for report data access edits.

Once the “Enable Report Data Access” preference is set to “Yes”, return to Data Access Groups. Data Access Groups opens with two header fields and three tabs. The header fields include the User and Company drop-down menus while the three tabs include Reports, Workflow, and Broker.

Each user’s access is determined individually within Data Access Groups. Therefore, the user must select the user and company for which access is to be edited. These selections are made in the User and Company drop-down menus.

Step 3: Edit report access.

Once the user and company have been selected, open the Reports tab. The Reports tab opens with the following toolbar icons:

Cancel: Cancels the edits and returns the access to its original state.
Excel: Exports the access options currently being viewed.
- Note: If certain criteria were filtered for, only the line items that match the criteria will be exported.
Save: Saves the edited access.

The Reports tab includes the following column headers, which help identify the specific report:

Access: Displays a check box determining whether or not the line item’s report is accessible by the user. If the box is checked, the user has access.
Launches From: Identifies from where the report is launched.
Module: Identifies the module in which the report is located.
Report Name: Identifies the name of the report.
Type: Identifies whether the line item is a report or an inquiry.

The only access type for individual reports is full access as reports are read-only and cannot be edited. Therefore, to give users access to a report, simply check the check box(es) of the report line item(s) you wish to give the selected user access.

To revoke access to certain reports, simply uncheck the check box(es) of the report line item(s).

To view which report(s) the selected user has access to, check the check box in the Access column filter field. This will bring all checked line items to the top of the list.

Step 4: Save, cancel or export access grid.

Once the edits have been made for the selected user’s report access, click the Save toolbar icon. If the selected user’s report access is not saved before switching to a different user, all edits will be lost.

Although users may switch between Data Access Group tabs without losing unsaved information for the selected user, each tab must be saved separately.

If the user wishes to undo the edits that were made before saving, click the Cancel toolbar icon. This will return the tab’s grid to its original state before edits were made.

If the user wishes to export the tab’s grid to an Excel file, click the Excel toolbar icon. This will export the visible contents of the grid to an Excel spreadsheet.

Note: Only visible contents are exported. Therefore, if the line items have been filtered, only the filtered line items will export.

Workflow – Editing User Access to Workflow Data

Step 1: Confirm Workflow Data Access is enabled.

To edit user access to workflow data, the user must first ensure that Workflow Data Access is enabled. Expand the System module and select Data Access Groups from the navigation menu. If Workflow Data Access is not currently enabled, “(Disabled)” will appear on the Data Access Groups Workflow tab. This signifies that the “Enable Workflow Data Access” preference is currently set to “No” and the user must change the preference to enable this feature. To do so, select Preferences from the System module navigation menu and select “Yes” from the Value drop-down menu that corresponds to the Enable Workflow Data Access preference line item. Click the Save toolbar icon.

Setting the “Enable Workflow Data Access” preference to “Yes” enables the use of workflow data access and removes “(Disabled)” from the Data Access Groups Workflow tab.

Note: When the preference is set to “No”, all users have access to all workflow data. Once the preference has been changed to “Yes”, no users have access to any workflow data until individual selections are made within the Workflow tab in Data Access Groups.

Step 2: Select the user and company for workflow data access edits.

Once the “Enable Workflow Data Access” preference is set to “Yes”, return to Data Access Groups. Data Access Groups opens with two header fields and three tabs. The header fields include the User and Company drop-down menus while the three tabs include Reports, Workflow, and Broker.

Each user’s access is determined individually within Data Access Groups. Therefore, the user must select the user and company for which access is to be edited. These selections are made in the User and Company drop-down menus.

Step 3: Edit workflow data access.

Once the user and company have been selected, open the Workflow tab. The Workflow tab opens with the following toolbar icons:

Cancel: Cancels the edits and returns the access to its original state.
Excel: Exports the access options currently being viewed.
- Note: If certain criteria were filtered for, only the line items that match the criteria will be exported.
Save: Saves the edited access.
Selective Access: Requires individual workflow items to be selected for the user to be granted access, as determined by visibility access and access to edit. Selecting this toolbar icon allows for edits in the Visibility and Editable columns.
Unrestricted Access: Gives the user complete access to both view and edit all workflow items. Selecting this toolbar icon renders the Visible and Editable columns read-only.

The Workflow tab includes the following column headers, which help identify the specific workflow item:

Editable: Displays a check box determining whether or not the user has access to edit the workflow data for the corresponding line item. If the box is checked, the user has editing access to that workflow line item.
- Note: Granting a user editing access automatically grants the user visibility access.
Module: Defines the workflow data for access by identifying the module in which the workflow data for the corresponding line item is located.
Step: Further defines the workflow data for access by identifying the workflow step of the corresponding workflow group, transaction, and module.
Transaction: Further defines the workflow data for access by identifying the transaction of the corresponding module.
Visible: Displays a check box determining whether or not the user has access to view the workflow data for the corresponding line item. If the box is checked, the user has visibility access to that workflow line item.
- Note: Granting a user visibility access allows the user to view the workflow data but not edit it.
Workflow Group: Further defines the workflow data for access by identifying the workflow group of the corresponding transaction and module.

The access types for individual workflow data are Unrestricted and Selective. Unrestricted access gives the selected user full access to all workflow data, including visibility access and access to edit while selective access requires workflow data access selections to be made in order to give the selected user any type of access. Choosing unrestricted access will render the Visible and Editable columns read-only. In order to edit these columns, the user must choose Selective Access. Choosing selective access allows the user to individually determine visibility access and access to edit. If no selections are made within selective access, the selected user does not have any access to any workflow data.

If Selective Access is chosen, the user must then define the selected user’s access. To give users visibility access to workflow data, simply check the Visibility check box(es) of the workflow line item(s) you wish to give the selected user access. Checking a Visibility check box grants the selected user access to view the workflow data but not to edit it. To give users access to edit workflow data, simply check the Editable check box(es) of the workflow line item(s) you wish to give the selected user access. Checking an Editable check box grants the selected user both access to view the workflow data and to make changes to it.

To revoke any type of access to certain workflow data, simply uncheck the corresponding check box(es) of the workflow line item(s). If both the Visible and Editable check boxes are unchecked for a selected user, the selected user can neither see nor edit the workflow data.

To view which workflow data the selected user has Visible or Editable access to, check the check box in the Visible or Editable column filter field. This will bring all checked line items to the top of the list.

Step 4: Save, cancel or export access grid.

Once the edits have been made for the selected user’s workflow access, click the Save toolbar icon. If the selected user’s report access is not saved before switching to a different user, all edits will be lost.

Although users may switch between Data Access Group tabs without losing unsaved information for the selected user, each tab must be saved separately.

If the user wishes to undo the edits that were made before saving, click the Cancel toolbar icon. This will return the tab’s grid to its original state before edits were made.

If the user wishes to export the tab’s grid to an Excel file, click the Excel toolbar icon. This will export the visible contents of the grid to an Excel spreadsheet.

Note: Only visible contents are exported. Therefore, if the line items have been filtered, only the filtered line items will export.