User Access Control

Created by Martin Parkinson, Modified on Wed, 3 Jul at 4:21 PM by Mohamad Islam

From Version 1.00.18.253 or later, a new User Access Control feature has been added. User Access Control (referred to as UAC) allows access to certain features to be restricted to a specific List of UserID's. UAC's can be used in place of a parameter or priority restriction.

Contents (Click an Item to Jump to that section)

TABLE OF CONTENTS

Overview
Setup
Controlling field Visibility via UAC
Restricting User Access (UAC)
- Specific UAC Features

Overview

User Access Control (UAC) can be used to control the following features.

Feature	Example
Access to Tabs within records.	e.g. You could restrict access to the 'Rates' tab of a client to a certain list of users.
Access to any on-screen fields.	e.g. You could restrict access to the 'Age' field of candidate record to a specific list of users
Access to any features currently controlled with a Password.	e.g. Currently the ability to "Print" a grid is controlled by a password. UAC allows you to use a specified list of users instead of a blanket password.
Access to any features currently controlled with a Priority level held as a parameter.	e.g. Currently the ability to override the warning if a student exceeds the 20Hrs per week limit is controlled with a parameter holding a Priority Level. It is possible to use a UAC list to specify particular UserID's irrespective of their priority.
Access to Specific Features or Abilities	For items which are not covered by any of the above, there certain 'Bespoke' controls which have been programmed into the system. These specific codes give access to a particular feature. Examples include Edit Other Peoples' Bookings or Access to Cut and Paste on the Planner.

NOTE: If you wish to use a UAC list to control access to specific fields, Tabs or to be used in place of a feature requiring a password or priority level, please contact our support team, as we will need to create/define a new UAC list linked to the relevant parameter set.

From Version 1.00.22.056 or later, it is possible to control Mandatory Fields on a database-by-database basis.
i.e.

System	Field	Control?
Database 0001 - Industrial	Mobile No.	Not Mandatory
Database 0002 - Commercial	Mobile No.	Mandatory

From Version 1.00.24.175 or later, it is possible to set Fields so that thye are only fillable when <blank>, or Mandatory when <Blank>.

Setup

Within Maintenance > Setup > there are two new options.

Maintenance > Setup > User Access Control
Maintenance > Setup > UAC Definitions

NOTE: UAC Definitions is for Influence use ONLY - please do not use this option. It relates to the actual system areas which can be restricted and is not designed for general use and should be used by Influence staff to configure the options you will need.

Controlling field Visibility via UAC

It is possible to control the visibility of any on-screen field within influence based on user Priority Level. However, sometimes you may have lower-level users that you still wish to have access to a particular field, and in this case UAC allows you to specify a list of specific USERS who will be able to access a field.

STEP 1: Contact Influence to add a new UAC for you, linked to the field you wish to Control

STEP 2:

Go to Maintenance > Setup > User Access Control

Click the drop-down and select the relevant Access Control Code

Add the relevant UserID's to the list of specified users and select the relevant level of Access they should have.

Access options are:

No Access	The user cannot access the field, and it is hidden from screen.
Full Access	The user can always access & edit the field
Read Only	The field is visible, but cannot be edited by the user
Only Blank	The field is visible, but can only be edited when it is <blank>. It then becomes 'view only' so can be seen but not amended.
Mandatory+Only Blank	The field is Mandatory, but can only be filled whilst it is <blank>. It then becomes 'view only' so can be seen but not edited.
Mandatory	The field must be completed and cannot be left <blank>

Restricting User Access (UAC)

Within the User Access Control option, you can select which feature/facility you wish to restrict.

Use the drop-down to select the system area, then setup the relevant user (or Office) and indicate if they have Full Access, Read Only, or No Access to the feature.

An example screenshot showing the sort of things that can be restricted is shown below:

i) Items such as Candidate Work Phone Field Access link to a field within the database and will use the list to control access to that field.

ii) Items such as Client journals Tab link to a parameter and are used to control access to that tab within a record in preference the the parameter they replace.

iii) Finally, some items such as Planner Cut/Paste are specific to UAC. These items have been specifically programmed and are the only way to provide restricted access to these features.

In the case of (i) and (ii) it is possible to easily add more of these items by simply creating a new definition (provided the field exists or the access to the Tab is already controlled with a parameter). Please contact our support team if you need help adding a new definition.

If a feature you wish to control is not a Field or an item such as a Tab, access to which is already controlled with a parameter, then it would require a new item like (iii) and this requires programming and development and cannot be simply added by users.

Specific UAC Features

i.e. those which have been hard-coded and cannot be achieved in other ways.

Edit Other Peoples' Bookings:

No Access - the user will not be able to open any bookings that they did not create.
Full Access - the user can open/edit any bookings.
Read Only - the user can open other peoples' bookings, but is not able to save any changes.

Export to Excel from Grids

Used to control whether user can export to Excel From Grids (or not).

Director Financials

- currently not implemented - for future development

Manager Financials

- currently not implemented - for future development

Macro Manager

No Access - the user will not be able to open the macro manager to send bulk emails.
Full Access - the user can open and use the macro manager.

Planner Cut/Paste

No Access - the user will not see the [Select] [Copy] or [Paste] options below the planner.
Full Access - the user has access to [Select], [Copy] and [Paste] on the planner.
(See below)

Rate Time Definitions (applicable after v1.00.19.007)

Allows users into the [Rate Times] feature from the [Rates] tab of a client record. From here they will be able to setup specific times that certain rates will apply for that client, e.g.
BASIC: 09:00-18:00 (Mon-Fri)
O/Time: 18:00-09:00 (Mon-Fri)
W/End : 06:00-20:00 (Sat+Sun)
W/End OTime: 20:00-06:00 (Sat+Sun)

Booking Summary Field Control (applicable after v1.00.20.020)

Adding a control called BOOKSUM will allow the control over which users can see certain margin & financial fields at the bottom of the [Summary] view of bookings.

Parameter set BOOKSUM, Flags(1-13) and Text(1) are also related.

Example above shows a restricted set of fields below the Summary view.

Open Candidate Record on [Compliance] tab by default (Applicable after v1.00.22.295)

Adding a control called CANDCMPLTAB will allow the control over which users open the candidates record directly on the [Compliance] tab.

IMPORTANT: As at v1.00.22.295 - if you are using COGNITO Forms to upload Candidate or Availability you cannot activate this feature.
The feature is incompatible with Cognito Forms (May be fixed in a future release)

Open Company Record on [Compliance] tab by default (Applicable after v1.00.22.295)

Adding a control called CLICMPLTAB will allow the control over which users open the candidates record directly on the [Compliance] tab.

Other facilities may be added to User Access Control in the future.

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