Controlling role access to data

Enhance security and the user experience by controlling access to information based on the user's role. 

To do this, you use the screen builder which allows you to restrict access to fields, remove fields that users with a specific role do not need to see, and create custom visibility rules to determine whether a field should be displayed and when a field should be displayed. 

You can also reorder fields, create and reorder sections, and declutter the screen to make it easier for users with specific roles to complete the tasks assigned to them.

Permissions

Importing and bulk editing records

The configuration changes made in the screen builder for a role can be enforced when records are imported or bulk edited.

Depending on the role of a user, the administrator can allow a user to ignore the changes that were made for the role in the screen builder, such as changes to field attributes and custom visibility rules, when they import records and when they bulk edit records. 

If a user role is configured to allow users to ignore the screen builder settings configured by the administrator, a toggle is displayed when they import, or bulk edit records, or both so the user can choose whether the configuration changes made for the role in the screen builder are enforced.

In this scenario a user with the Accessories Manager role can choose whether to ignore or enforce the screen builder settings for their role.

Moreover, when a user chooses not to enforce the rules, they can also also import fields with read-only values and bulk edit fields with read-only values. 

(If the administrator has enforced the inclusion of fields set to mandatory in the data model, these fields and values must be added in the import spreadsheet or the values must be entered in the Import Manager. This includes mandatory fields that an administrator removed in the screen builder for a specific role.)

Note
When records are added manually, the field-level settings set for a role are applied and can't be ignored. 

To ensure that users can't change role settings, the administrator must set the Customization permissions for each object to either No access or Read. 

About controlling access

The default attributes of fields in objects is specified at the data model level. To review the default field attributes for Accessories, you can click Configuration > Data Model > Field Configuration. And then select the object, for example, Accessories, from the list.

When you open the screen builder for a role, the fields inherit the attributes of the fields set at the data model level. Depending on the user's role and the information you want them to see or edit, you can change the field attributes that were set at the data model level. 

If you want a user role to see a field, but not change the value of the field, you can change the  attribute of the field to read only. To force data entry for a field, you can change the attribute of the field to mandatory.

(You can also remove the field by clicking the menu   next to the field, and selecting Remove field.)

You can also add custom visibility rules for a field. For example, if an accessory is a keyboard or mouse, you might want to show a field so the user can specify if the keyboard is for right-handed or left-handed users. But, you don't want to show the field for other categories, because it does not apply to those categories.

Tip
Don' forget that Oomnitza provides administrators with multiple features to control access to information. For example, you can create a search that restricts the information that users with a specific role can see about an object such as assets in a specific location, accessories with specific categories, and so on. You can also create role field filters to limit access.
See Assigning saved searches to roles and see See Refining role access: Overview. 

Accessing the screen builder

Accessing the screen builder

1. Click an object, such as Software.
2. Click a record.
3. Click the Actions menu .
4. Click Screen Builder .

Creating visibility rules for the asset tag

When you add more than two rules, you can specify whether the conditions set for all of the rules apply by selecting And, or you can specify whether any one of the rules apply by selecting Or.

In this scenario, visibility rules are created for the asset tag field.

Adding rules

1. From the dropdown list for the asset tag field, select Set custom visibility rules.
2. In this scenario, you select Hidden as the initial state for the asset tag. You can choose one of the following:
   • Default. When the rule or rules are applied, the initial state of the field will not change.
   • Read-only. When the rule or rules are applied, the field will be read-only.
   • Hidden. When the rule or rules are applied, the field will be hidden. 
   • Mandatory. When the rules are applied, the field will be mandatory. 
3. Click + Add state. In this scenario, you don't change the default value of the filter, which is And, because all the rules are to be applied. 
4. Click Add Rule Criteria.
5. Select Status from the field list and set it to is Empty.
6. Click Add Rule Criteria.
7. Select Serial Number from the field list and set it to is Empty.
8. Click CONFIRM.