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
- Select Table Roles on the icon list.
-
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.
- 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.
- If you want
to copy the restrictions from an existing role, select that role on the Inherit from list.
- Click
OK.
Add a New User Role
Icon List: User Roles
- 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.
- 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.
- Enter a role ID and a description of the user role.
- 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.
- Click OK.
Edit a Role
- Select either Table Roles or User Roles on the icon list depending on the the role you want to edit.
- Select either the Table Role or User Role you want to edit.
- On the right pane, edit the properties you wish to
edit.
- Click anywhere on the left pane to save your
changes.
Table Restrictions
- Click Table Roles on the icon list.
- On the right pane, click the corresponding button
to the right of the Table Restrictions
field.
- On the dialog box that appears, select
Companies as the table.
- In the Restrictions on Table Companies
area, select the Not
available check box.
- In the Restrictions do not apply if area, select the Owning user
on the root record is the current user check box.
- Click Add. A dialog box appears.
- Select Category as the
Field, = as
the Operator and Prospect as the Value.
- Click OK.
Note: If you want to add a second criterion,
click Add, select AND or OR, and then click OK.
- Click Add again, this time to define the
second criterion.
- Under the Additional Restrictions on Table
Companies area, select the Never allow to delete role check box.
- 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.
- 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.
- 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
- Click Table Roles on the icon list and select the
role created above.
- On the right pane, click the corresponding button
to right side of the Field Restrictions
field.
- On the dialog box that appears, select the
Companies table and the
Credit Approved field.
- Select Read Only option under the
Restrictions on Field Credit Approved area.
- 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.
- Click OK.
Note:
Table restrictions override field restrictions.
Activity Restrictions
- Click User Roles on the icon list and select the
role created above.
- On the right pane, click the corresponding button on the right side of
the Activity Restrictions
field.
- 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.
- Click OK.
Delete a Role
-
In either the
Table
Roles list or the User Roles list, select the role to be deleted.
-
Click
Delete on the top of right pane. You can also select Delete on the
Edit
menu.
- 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.