Restricting User Access to Data Libraries

In order to restrict User access to certain Data Libraries, for example Contracts, an Access Group will need to be assigned to the Data Library Type.

To do this:

  • Navigate to System Tools > Data Library Types.

The Data Library Types screen shows the AG column, which illustrates the Access Group each Data Library type is in. To modify the Access Group:

  • Open the Type by selecting the Open Folder icon.
  • The Data Library will then open for you to view all the fields within it.

The entire Data Library type can be restricted by modifying the Access Group that the Data Library Type is in. To do this:

  • Open the type and select Next until you reach the Security Options page:
  • Use the dropdown arrow to select the relevant Access Group.

Access Group Override:

The Access Group Override option enables Users to have access to certain Data Library records of a particular type but restricts their access to other records of the same type. This option works in conjunction with the Default Access Group option, but will override the default Access Group if a field meets a certain condition. For example, the Data Library type Contract could have the field Contract Type (with a quick reference of CT_TYPE), which could consist of several choices, namely employment, legal or other. A condition could therefore be set so that if the Contract Type is Employment, the Data Library type should go into Access Group 8, otherwise it should go into Access Group 10.

The final step is to remove access rights to this Data Library type from the relevant User Role. To do this:

  • Navigate to System Tools > System Security > User Roles.
  • Open the relevant User Role and select Next.
  • Scroll down to Data Library Security.
  • Deselect the relevant View Data Library Access Group if you do not want Users to view Data Libraries within the selected Access Group, noting that if you are using Security Groups which are using the Remove Rights and Continue Roll-Up Security Group option, this Access Group will need to be selected in order for it to be removed from the relevant User's access rights.
  • Or, deselect the relevant Edit Data Library Access Group if you want Users to view the Data Libraries but not edit them, noting that if you are using Security Groups which are using the Remove Rights and Continue Roll-Up Security Group option, this Access group will need to be selected in order for it to be removed from the relevant User's access rights.
  • Select Finish once completed.

Any Users belonging to the selected User Role will no longer be able to view or edit any Data Libraries under Access Group 8:

The above Screenshot shows that a User does not have access rights to the Contract Data Library type, as this was placed into Access Group 8, and the right to this Data Library Access Group was removed from the User's Role.