Field filters for refining access to data

Refine access to the information in your Oomnitza instance by adding field filters to roles. Instead of creating multiple roles to control access, you can add field filters to restrict access based on the user's department, or location, or other field attributes.

The following fields can be used to add filters:

• Short text fields
• Checkboxes
• Fields that use custom objects as their data source
• Dates
• Numeric fields

You can leverage shared object fields such as department and location to create more exclusive filters such as refining access to asset records based on the user's role and department.

You can create two types of filter:

• Static
• Dynamic

Static type filters are explicit. That is, you specify the value that you use in the filter such as:

 Assigned to Equals [e-mail]

In dynamic filters, instead of specifying a value, you can select Current user:

 Assigned to Equals Current user

Instead of explicitly naming the user whose permissions to access records you are restricting, the system automatically applies the filter to any user with the role who logs into your Oomnitza instance. The advantages of using dynamic filters is that you don't have to create multiple field filters which explicitly name the users who can access records. It reduces the maintenance workload as no additional administration tasks need to be completed, such as adding a new field filter, when users join your organization. 

Examples of field filters

Assets field filters 

 Department Equals Current user Department

When users log in, they only see the assets that are assigned to the department. That is, the department field value is the same as the department field value of the current user. 

 Assigned to Equals Current user

When users log in, they only see the assets that are assigned to them. You can use the same filter for accessories.

Note
When the assigned to filter is applied, users, when they add assets, must assign the assets to themselves. They can't add add an asset and assign it to other users.

SaaS applications

 SaaS manager Equals Current user

You can also reference  custom fields. Let's say you want to refine access to a role called SaaS managers only to the applications that they are responsible for. You add the custom field called SaaS manager and you populate the SaaS records with the names of the managers who manage the applications.   

Stockrooms

 Point of contact Equals Current user

When users log in, they can only access stockrooms where they are named as the point of contact.