Limiting access to customer data

The Access Keys window provides the ability to configure access to the following customer data areas:

  • Activity Importer functionality
  • Financial data
  • Address data
  • Status data
  • Fundraising History data

To assign access keywords to customer data

  1. From Customers, select Set up module > General to open the Set up general options window.
  2. Click Access Keys to open the Customer Setup – Access Keys window.
  3. Click Edit.
  4. Place your cursor in the field you want to modify.
  5. Click the Find icon to open the Select ACCESS_KEYWORDS value(s) window.
  6. Double-click the keyword in the Available field to move it to the Selected field.
  7. Click OK to save the information and return to the Customer Setup –Access Keys window.

    8. The keyword now displays in the field you selected.

  8. Click Save to update the record.

To limit access to the Activity Importer

Unlike the other areas that you can control from the Access Keys window, access to Activity Importer functionality is controlled by a combination of three controls:

  • Authorization level
  • User-defined access keywords - Users who have one of the access keywords allowing access to the Activity Importer but who do not have the SQLQuery access keyword will have access to the Activity Importer, but will not be able to access its advanced features.
  • The SQLQuery access keyword – an iMIS reserved word that controls whether the Input from Query and Transformation Query fields on the Import activities window are enabled.

Note: If a user has the SQL Query keyword and the appropriate authorization level, the Transformation Query field is automatically populated with SQL text and the current user’s identifier (the UserID_Date value). This information must be present when the user clicks the Optional Step 3 –Transform button. If any part of the default information is missing, an error displays informing the user which part of the SQL script is missing.

Access to Activity Importer by Keyword and Authorization Level

Authorization Level (Customers)

Activity Importer access keyword (NONE)

Activity Importer access keyword (ASSIGNED)

SQLQuery keyword (NONE)

SQLQuery keyword (ASSIGNED)

0 – 3

Import activities task list item not enabled; user cannot use Activity Importer

4 – 7

Import activities task list item displays but user cannot access Activity Importer

Import activities task list item displays and user can access Activity Importer

Import activities task list item displays; user can access Activity Importer but cannot use advanced query features

User can access and use all Activity Importer features

8

Import activities task list item displays and user can access Activity Importer

 

Import activities task list item displays; user can access Activity Importer but cannot use advanced query features

User can access and use all Activity Importer features

To limit user access to the Activity Importer, you must perform the following steps:

  1. Create or add keywords to the ACCESS_KEYWORDS general lookup/validation table (see Creating Access Keywords).
  2. Assign access keywords to Activity Importer (see Limiting access to customer data).
  3. Assign access keywords to users (see Assigning Access Keywords to users).

Note: You must have a Sys mgmt authorization level of eight (8) or higher and database privileges to assign access keywords.

To limit access to customer financial data

The iMIS Desktop client allows you to assign access keywords that allow only authorized users to edit the customer financial information found on the Financial tab.

  1. Create or add keywords to the ACCESS_KEYWORDS general lookup/validation table (see Creating Access Keywords).
  2. Assign access keywords to Financial data (see Limiting access to customer data).
  3. Assign access keywords to users (see Assigning Access Keywords to users).

Note: After the access keywords are assigned on the Customer Setup – Access Keys window, customer financial information cannot be edited unless the user has been assigned at least one of the access keywords. The financial information is read-only for users with Customers authorization level of 1 or higher.

To limit access to the Fundraising tab

iMIS Desktop allows you to assign access keywords that allow only authorized users to view and edit customer fundraising information. The Fundraising Access keyword does not control viewing of Fundraising invoices in Service Central.

  1. Create or add keywords to the ACCESS_KEYWORDS general lookup/validation table (see Creating Access Keywords).
  2. Assign access keywords to fundraising data (see Limiting access to customer data).
  3. Assign access keywords to users (see Assigning Access Keywords to users).

Note: After the access keywords are assigned on the Customer Setup – Access Keys window, customer fundraising data cannot be edited unless the user has been assigned at least one of the access keywords.

To limit access to customer address information

iMIS Desktop allows you to assign access keywords so that only authorized users can enter and edit customer address information.

The authorization limits entry and editing of customer addresses in the Customers feature.

The limitations also extend to the Address, City, St/Prov, Zip, Home, Work, Fax, and E-mail fields on the Donor tab of the Enter and edit gifts window and on the Gift – Name/Address – Soft Credit window and the customer congressional district information (US Congress, St Senate, St House) found in the Other tab (from Customers, select Manage customers, find the customer record, and select the Other tab).

The address access key prevents entry on the address fields on both the Customers and Fundraising tabs when entering or editing a gift. If the user does not have the address access keyword, the customer address is never updated even if the user has the update option set in Customers.

  1. Create or add keywords to the ACCESS_KEYWORDS general lookup/validation table (see Creating Access Keywords).
  2. Assign access keywords to Address (see Limiting access to customer data).
  3. Assign access keywords to users (see Assigning Access Keywords to users).

Note: After Name Addresses Edit access keywords are assigned on the Customer Setup – Access Keys window, customer address information cannot be entered or edited unless the user has been assigned the appropriate access keyword.

To limit access to customer status information

iMIS Desktop allows you to assign access keywords so that only authorized users can enter new donors and soft credits and edit the following:

  • Customer Type field on the Manage customers window, Donor tab of the Enter and edit gifts window, and on the Gift  - Name/Address – Soft Credit window (from Fundraising, select Enter and edit gifts, open an existing gift or pledge, and click the Edit button displayed to the right of the Soft Credit field).
  • Status and Category fields on the Manage customers window
  • Join Date and Paid Through Date fields on the Status tab on the Manage customers window
  1. Create or add keywords to the ACCESS_KEYWORDS general lookup/validation table (see Creating Access Keywords).
  2. Assign access keywords to Financial data (see Limiting access to customer data).
  3. Assign access keywords to users (see Assigning Access Keywords to users).

Note: After a Name Status Edit access keyword is assigned on the Customer Setup – Access Keys window, new donors and soft credits cannot be entered and the Customer Type, Status, Category, Join Date, and Paid Through Date fields cannot be edited unless the user has been assigned the appropriate access keyword.