Limiting access and/or hiding tabs

iMIS allows you to limit user access to confidential information on a user-defined or custom tab. You can restrict access to information and limit data entry and editing to only authorized users by setting access authorization levels (see Access security levels) in iMIS.

Note: This is available only in Desktop.

To implement the iMIS security measures, you must perform the following steps:

  1. Create the ACCESS_KEYWORDS lookup table.
  2. Assign access keywords to user-defined or custom tab.
  3. Assign access keywords to users.

To create access keywords

The first step in implementing security measures is to create the ACCESS_KEYWORDS lookup table for the user-defined or custom tab. The access keywords for your tab should include the reserved keyword HIDDEN and a code for each tab.

Note: HIDDEN is a reserved keyword that, when used with an access keyword for a tab, hides the tab to all users who have not been assigned the access keyword.

  1. From Customers, select Set up tables > General lookup/validation tables to open the Set up general lookup/validation window.

    2. Note: Unlike other general lookup/validation tables, users must have an authorization level of 8 or higher to edit ACCESS_KEYWORDS.

  2. Select (New Table) from the list of table types. The New Table Type window opens.
  3. Enter ACCESS_KEYWORDS in the data entry field, and click Save to return to the Set up general lookup/validation window.
  4. Click New.
  5. Enter the Code and Description for the access keyword(s). The security for the customized windows is managed by the name of the tab; therefore, the Code entered should reflect the name of the user-defined or custom tab.
  6. Click Save. Repeat the process for each additional access keyword.
  7. Restart iMIS.

To assign access keywords to user-defined or custom tabs

User-defined or custom tabs can store detailed information about your customers such as annual salary, major gifts, and political affiliations. However, you might not want all system users to view this information or to enter or edit information in the tab.

iMIS allows you to assign access keywords that allow only certain users to view or to enter and edit information on user-defined or custom tabs. You can apply the access keywords on a tab-by-tab basis.

  1. Create the tabs’ access keywords in the ACCESS_KEYWORDS lookup table.
  2. From Customers, select Set up module > General, and click Additional Windows to open the Customer Setup – Additional Windows window.
    • For a user-defined tab, click Define Windows to open the Window Designer window.
    • For a custom tab, click Custom Tab to open the Custom Tab Designer window.
  3. Select the user-defined or custom tab.
  4. Enter the Access keywords. (Select the Find icon to open the Select ACCESS_KEYWORDS value(s) window, and select from the available access keywords.) You can assign access keywords in three ways:
    • Assign one or more access keywords to the tab, but do not assign the reserved keyword HIDDEN.  In this case, all users will be able to see the tab, but only those with one of the access keywords will be able to enter and edit information on the tab.
    • Assign both the reserved keyword HIDDEN and one or more access keywords to the tab. The tab will be hidden from all users except those who have one of the access keywords for the tab.
    • Assign neither the reserved keyword HIDDEN nor the access keyword to the tab. In this case, everyone will be able to see the tab as well as enter and edit information on it.
  5. (Using the Find icon/Select ACCESS_KEYWORDS value(s) window only) Double-click keywords to move them from the Available to the Selected field on.
  6. (Using the Find icon/Select ACCESS_KEYWORDS value(s) window only) Click OK.

    7. The keywords selected display in the Access keywords field on the window.

  7. Click Save to save the information.

If you have assigned access keywords to a tab, follow the steps in the following section to give the appropriate users permission to view, enter, and edit information on a tab.

To assign access keywords to users

MB: The procedure was out-of-date. I embedded the accurate procedure.

Now that you have defined the ACCESS_KEYWORDS values and assigned the keywords to the tabs, you are ready to assign access keywords to the individuals who will be using the tabs.

If a multi-instance tab has an access keyword associated with it, only users that have the matching access keyword and a Customers authorization level of three or higher will be permitted to edit the tab; the tab will display in read-only mode for users who do not have the matching access keyword.

You may limit user access to information in the Customers feature of the Desktop view.

Note: You must create access keywords before you assign them to user records.

  1. Log on to iMIS as MANAGER.
  2. From System Setup, select Security administration > Users.
  3. Find a Full or Casual user and open their user record.
  4. In the bottom half of the User Access area of the Users window, enter one or more access keywords in the Access Keywords field, or click the Find icon to select keywords.

    5. Note: If you create access keywords and apply them to specific areas in Customers, but do not specify the keywords in a user record, that user cannot enter or edit information in those areas of Customers.

  5. Click Save.

Exit and restart iMIS Desktop.

More:
Access security levels