Set data access

Set data access

You can define access to data for users and roles.

Note: Data access on a user level will always override data access on a role level.

In order to do so:

  1. Click Administration.
  2. Click Data access.
  3. Click a user or role. The  Company and data access list on the right displays the companies that this user or role has access to.
  4. Click a company in the list. Any existing data access filters are listed on the right.
  5. To give the user or role access to ALL data for the selected company, click  Give access. The “all access” filter is displayed and the Give access button is deactivated. Repeat the steps above to set data access for additional users or roles.
  6. To give the user or role access to specific modules and dimensions, click  Edit. Set access filters dialog displays. Here you can define filters for specific modules and dimensions in the selected company.
  7. Click modules and dimensions in the list to the left-hand side of the dialog, and drag and drop them to the right-hand side of the dialog. The filter is displayed as an orange box.
  8. Note: If you add identical modules or dimensions as filters, these filters are grouped with the logical operator And.  Click And to change to logical operator.
  9. Click Where to select whether to include (Where) or exclude (Where not) data that matches this filter.
  10. Click In to select an operator.
  11. Click {no filter} (or any other criteria displayed in the orange box) to specify criteria for the filter.
  12. Use CTRL+click or SHIFT+click to select values from the list. The filter box at the bottom of the dialog is updated with the selected values. You can also enter values manually.
  13. Use ranges: Deselect this option to show all values in a range.
  14. Include empty: Select this option to also include data where no value exists (NULL).
  15. Click Use value. The filter is added to the list.
  16. Repeat steps 6-13 to add more filters. Example: Use the “Where Module In *” filter to give access to all data, and then add a “Where not dimension In dimension name” to exclude one or more dimensions.
  17. Click OK when you are done.

Remove data access

If a user or role should no longer have access to the data for a company (all data or data specified by filters), you must delete the filters.

  1. Click Administration.
  2. Click Data access.
  3. Click a user or role. The list on the right displays the companies that this user or role has access to.
  4. Click a company in the list. Any existing data access filters are listed on the right.
  5. Click  Edit.  The Set access filters dialog displays.
  6. Hold the mouse-pointer over the filter you want to remove.
  7. Click  and select Remove filter.
  8. Click OK.