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User Access Settings

Overview

Which organization and / or business unit a user has access to?

User’s access settings is one of the most important points in determining which data the user will be able to access. The organizations you are selecting in this section are organizations a user can log into. Both organizations and business units selected are records which data owned by a user will belong to.

Caution

Pay attention that if a user looses access to certain organization, the data the user owns that was created for this organization, stays in organization. If a user looses access to a business unit, the data the user owns becomes unavailable in this business unit. For details, see the Examples <../user-management/user-management-users#examples> section.

Actions

Configure Access Settings While Creating a New User

  1. Start creating a new user. To do this, follow the instructions provided in the Create a User Record section of the User Records Management guide. Specify all information as required for the General, Additional, Groups and Roles, and Password sections.

  2. Click Access Settings.

  3. (Only for EE) In the Organizations section, select the check boxes in front of organization(s) you want the user to have access to.

    Caution

    Note that the user will not be able to log in to the system if no organization is selected for them.

  4. Click the Organization Business Units field.

  5. Type the business unit name or select it from a drop-down list.



  1. Click the Save button in the upper-right corner.

Assign Roles While Creating a New User

  1. Start creating a new user. To do this, follow the instructions provided in the Create a User Record section of the User Records Management guide. Specify everything as required for the General, Additional, Access Settings, and Password sections.

  2. Click Groups and Roles.

  3. In the Roles section, select the check boxes in front of the desired roles.

    Important

    At least one role must be selected.

    Caution

    If the role is not ‘System-Wide’ and a particular organization is specified for it, check that the same organization is selected for a user in the Access Settings sections. Otherwise the role does not appear in the Roles section.


  1. Click the Save button in the upper-right corner.

Change the Range of Assigned User Roles

  1. Open the user view page:

    1. In the main menu, navigate System>User Management>Users.
    2. In the grid on the All Users page, click the required user.
  2. On the user view page, click the Edit button in the upper-right corner.

  3. Click Groups and Roles.

  4. If required, add a new user role as described in the step 3 of the :ref:’Assign Roles While Creating a New User <user-guide–user-management–permissions–user-access-settings–assign-role>` section.



  1. Click the Save button in the upper-right corner.

Edit User’s Access Settings

  1. Open the user view page:

    1. In the main menu, navigate System>User Management>Users.
    2. In the grid on the All Users view, click the required user.
  2. On the user view page, click the Edit button in the upper-right corner.

  3. Click Access Settings.

  4. If required, add a new organization as described in step 3 of the Configure Access Settings While Creating a New User section.

  5. If required, add a new business unit as described in steps 4–5 of the Configure Access Settings While Creating a New User section.



  1. If required, remove an organization. To do this, in the Organizations section, clear the check box against organization which you want to forbid the user to have access to.
  2. If required, remove a business unit. To do this, click the Remove icon next to the corresponding business unit.


  1. Click the Save button in the upper-right corner.

Review Assigned Roles and Access Settings

  1. Open the user view page:

    1. In the main menu, navigate**System>User Management>Users**.
    2. In the grid on the All Users page, click the required user.
  2. On the user view page, click General Information.

  3. Review the Roles and Business Units fields. The first one lists user roles, the second—business units the user has access to.

  1. In the upper-right corner of the page, review the Owner field. It represents the business unit that owns the user. If you review the user view page being logged in the organization with a global access, you will also see a name of the organization that owns the user in the braces.


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