Document toolboxDocument toolbox

(2022.1) Permissions Builder

Owned by Brian Dixon
Jan 08, 2024
3 min read

User Management in Admin Navigation Menu

Summary

Permission Builders location in Options Menu

Permission Builders provide a quick and easy way to define who has what level of access to the specific elements of Grids, maintenance forms, and tabs.

Grid Usage

Navigate to the Grid for which Permissions specification is desired. In the lower left-hand corner of the Grid, click the yellow lock.

Note: The lock only shows up for Users whose role has been toggled as Admin.

Add New Grid Permissions form example

On the 'Add New Grid Permissions' form, choose the Permission Set desired. This Permission set is the default for the next element selected (but can be changed at any time). The Grid and Scenario values are auto filled in, and the User will need to choose which Grid Element desired and set the Permissions drop-down.

For Grid Permissions:

  • Read & Write - The button is clickable.
  • Deny - The button cannot be clicked.

Once this is done click the Save NewĀ button.

Form Usage

Navigate to the Form desired to specify permissions for. Click the Options menu and choose Permission Builders (Note: This entry only shows up for Admin Users).

Location of Permission Builder Icon example

A small black lock image appears next to every form, tab, and button on the form. To change the permissions for a specific element, click the lock next to that element (for example the Requester field or the Contacts tab). On the Add New Form Element Permissions form, choose the Permission Set desired. This Permission set is the default for the next element chosen (and can be changed at any time). The Form and Element values are auto-populated, and the User will need to set the Permissions drop-down.

Add New Form Element Permissions form example

For field Permissions:

  • Read - The field, its label, and its data show up but the data is read-only.
  • Read & Write - The data shows up and is changeable by the User.
  • Deny - The field and its label show up but no data is visible (or changeable).

Once this is done, click the Save NewĀ button.

Click Options > Permissions Builders again to exit from Builder mode.

Permission Builders

Permission Builders

Permission Builders allow the user to enter Form/Element Permissions without knowing the internal name of each form and element. Refer to the Best Practices for Permissions Sets for more examples.

To use the Permission Builder:

  1. Open the data-entry form whose Permissions are desired to be impacted. In this example, the Contacts form is used. Click the Options Menu. 
    Example of Options Menu Location
  2. Click on Permission Builders in the menu.
    Options Menu Options
  3. This hides/shows the Permission Builder lock icons. Click one of the lock icons.
    Example of Permission Builders
  4. This opens an Add New Form/Element Permissions data-entry form with the values filled in for that form and element. Select the Permission Set to modify, and click Save.
    Add New Form Element Permissions form example
  5. To set permissions on the entire form, clear the Element field before saving.
    Add New Form Element Permissions form example

Set a form to Read-Only

There are two quick methods to set a form to read-only. On method simply makes the elements read-only. The second method will remove the Form's buttons. Either of these methods can prevent changing individual fields, however, both should be used together to truly lock a field down so it cannot be modified in any way.

Set all elements to Read-Only

  1. Open the form that needs Read-Only Permissions
  2. Navigate to Options > Permissions Builders in the form header.
  3. Click any of the Lock icons on the form.
  4. This will open the Add New Form Element Permissions form.
    1. Select the Permission desired in the Permission Set drop-down.
    2. Select the Element text field and delete whatever is in that field.
    3. Add an asterisk "*" to the Element field. 
      Element field example
    4. Set the Permission drop-down to Read.
  5. Click the Save New button.

The Permission is set as read-only for every Element on the form.

Set form to Read-Only to remove buttons

  1. Open the form that needs Read-Only Permissions
  2. Navigate to Options > Permissions Builders in the form header.
  3. Click any of the Lock icons on the form.
  4. This will open the Add New Form Element Permissions form.
    1. Select the Permission desired in the Permission Set drop-down.
    2. Select the Element text field and delete whatever is in that field.
    3. Leave the element text blank in the field. 
      Element field example
    4. Set the Permission drop-down to Read.
  5. Click the Save New button.

The buttons will be removed from the bottom of the form.