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Access Rules: 3 Common Examples

The following examples build off of each other and cover the most common use cases for Access Rules.  We will be focusing on Linda Ledger who is part of our Canadian team.  The examples are:

  1. Everyone in the Canada region should have read-only access to all of Canada, but full access to their Level (Sales - Toronto for Linda).

  2. Building off 1, users should not be able to see any personnel data outside of their Level.

  3. Building off 2, users should be able to see who works in the other regional Level’s, but not see the sensitive data like Pay Rate.  

We will use the following Level tree for these examples.


 

Before beginning we also have created a Global User Group (navigate to Administration > Global User Groups) called:  Canada Region Users 

When you first turn on Access Rules, only Levels will be included.  We will need to add the Account’s dimension for examples 2 and 3.  To do this, navigate to Administration > Access Rules, click Add Dimensions, check the box by Account, click OK.


 

Multiple rules can relate to the same user, either directly or via group membership.  The most permissive rules are used to determine access.  For example:  One rule gives a user no access and another rule gives them full access, the user has full access.


Example 1 Load Template:

Everyone in the Canada region should have read-only access to all of Canada, but full access to their Level (Sales - Toronto for Linda).

Because Linda is a member of the Canada Region Users she will get read-only access to Canada and all Levels below it in the hierarchy.  The 2nd rule applied specifically to Linda gives her full access to Sales - Toronto (the order of the rules does not matter).
 

Example 2 Load Template:

Building off of example 1, users should not be able to see any personnel data outside of their Level.

For this example it is easier to list what the regional users don’t have access to versus everything that they do have access to.  What is typed into column G is the name of any modeled/cube sheet you don’t want the users to have access to (the name of the sheets is unique to every customer).
 

Example 3 Load Template:

Building of the prior examples, but allowing the users to see the personnel sheet without any of the sensitive data like Salary.

The additional rule on line 6 gives the group of users access to one account on the Workforce Planning sheet.  This means that they will now be able to see the sheet but none of the sensitive data like Salary.  Access Rules can secure any account on the sheet including the Timespan and initial balance columns (like Pay Rate).  You can’t secure number columns, you can consider replacing them with initial balance columns (you will have to fix formulas).

In this example we reference the modeled accounts code.  You can find that by editing your sheet and selecting Modeled Accounts, there is then a column with the codes you need for Access Rules.  See below:

 


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