Manage Roles and Restrictions—Exercises 

Main Exercise

Purpose: The purpose of this lesson is to demonstrate the functionality for roles and restrictions.

Add a New Table Role

Icon List: Table Roles

  1. Select Table Roles on the icon list.
  2. Enter a new role by clicking New, either by right-clicking or by using the Edit menu. You can also click New Ctrl+N or press Ctrl+N in the keyboard. The New dialog box opens.
  3. Enter a role ID, description and table name of the table role. Avoid duplicate roles by using unique combinations of role ID and table. And also it is worthwhile if you add a meaningful description which helps you to distinguish a new role from other roles.
  4. If you want to copy the restrictions from an existing role, select that role on the Inherit from list.
  5. Click OK.

Add a New User Role

Icon List: User Roles

  1. Go to the User Roles area by clicking the User Roles icon in the Icon list. The existing user roles appear in the role list.
  2. Enter a new role by clicking New, either in the right mouse button menu or by using the Edit menu, or press the New Ctrl+N button. The New dialog box opens.
  3. Enter a role ID and a description of the user role.
  4. Optionally, you can inherit the settings from another user role by selecting an existing role from the List of Values of the Inherit From field.
  5. Click OK.

Edit a Role

  1. Select either Table Roles or User Roles on the icon list depending on the the role you want to edit.
  2. Select either the Table Role or User Role you want to edit.
  3. On the right pane, edit the properties you wish to edit.
  4. Click anywhere on the left pane to save your changes.

Table Restrictions

  1. Click Table Roles on the icon list.
  2. On the right pane, click the corresponding button to the right of the Table Restrictions field.
  3. On the dialog box that appears, select Companies as the table.
  4. In the Restrictions on Table Companies area, select the Not available check box.
  5. In the Restrictions do not apply if area, select the Owning user on the root record is the current user check box.
  6. Click Add. A dialog box appears.
  7. Select Category as the Field, = as the Operator and Prospect as the Value.
  8. Click OK.

Note: If you want to add a second criterion, click Add, select AND or OR, and then click OK.

  1. Click Add again, this time to define the second criterion.
  2. Under the Additional Restrictions on Table Companies area, select the Never allow to delete role check box.
  3. To remove a criterion, select it and click Remove. You can also, remove AND / OR belonging to the criterion.

Note: It is recommended to select the Never Allow Delete for role Admin check box for the root table. External tables always have the restriction Read only, regardless of the setting here. Select the Not available check box if the user of the role should not be able to see the table at all.

  1. Select the Force Root Table Security to Child Tables check box. All child tables of the root table are forced to use the same restrictions as the root table.
  2. Select the Above Table Restrictions Do Not Apply Attached Documents check box. Any table restrictions that exist are not applied to any documents attached to the records of the table.

Field Restrictions

  1. Click Table Roles on the icon list and select the role created above.
  2. On the right pane, click the corresponding button to right side of the Field Restrictions field.
  3. On the dialog box that appears, select the Companies table and the Credit Approved field.
  4. Select Read Only option under the Restrictions on Field Credit Approved area.
  5. In the Restrictions do not apply if area, select the Owning user on the root record has the same department as the current user check box.
  6. Click OK.

Note: Table restrictions override field restrictions.

Activity Restrictions

  1. Click User Roles on the icon list and select the role created above.
  2. On the right pane, click the corresponding button on the right side of the Activity Restrictions field.
  3. On the dialog box that appears, select Public Selections and Views as the activity you wish to add a restriction to and select the Not available check box.
  4. Click OK.

Delete a Role

  1. In either the Table Roles list or the User Roles list, select the role to be deleted.
  2. Click Delete on the top of right pane. You can also select Delete on the Edit menu.
  3. Select Yes on the confirmation message.

Note: You can select two or more roles if they are next to each other by holding down the left mouse button and dragging. You can delete only the roles that are not in use.