Restricting User Access to Data Library Fields

If a User requires access to Data Library types but is not permitted to view all the information within that Data Library type, access to particular fields can be restricted.

To do this:

  • Navigate to System Tools > Data Library > Data Library Types.
  • Open the relevant type.
  • Ensure that the Data Library Type is in an Access Group the User has access to
  • Open each User Defined field, that you do not want Users to view, to modify the Access Group:
  • Once open, select Next until you reach the Display Control Options screen.
  • Use the dropdown menu to select the relevant Access Group, noting that Data Library Fields use the same set of Access Groups as User Defined Fields
  • Select Next and continue until complete.

The final step is to remove access rights to the User Defined Field from the relevant User Role. To do this:

  • Navigate to System Tools > System Security > User Roles.
  • Open the relevant User Role and select Next.
  • Navigate to User Defined Field Security and deselect the relevant View 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 Access Group if you want the Users to view these fields but not modify 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 complete.

All Users with the selected User Role will no longer be able to view or edit any Data Library Fields that belong to the relevant Access Group (in this example User Defined Field Access Group 2), i.e. User Defined Fields within the Data Library and User Defined Fields that were created for Companies, Individuals and Other Entities.

The above screenshot is of a Property Register Data Library from a User's viewpoint that has been denied access to the field Current rental p.a, which was placed into a User Defined Field Access Group.