Customise Access

  1. In an Access Control dialogue box, click Custom.

    The Customise Access dialogue box appears.

    Depending on the item that is selected, it will have slightly different options:

    • For records, the Customise Access dialogue box contains the options
      • Add - Restrict access to any selected location (and any of their members)
      • Also include any locations in the corresponding access control of the container record - select to include any locations in the corresponding access control of the container
      When searching, the SQL Filtering model cannot work with more than one intermediate level using the Also include any locations in the corresponding access control of the container record option.
      View Metadata Access ControlExpected behaviourActual behaviour
      Box A - private to AdamBox A - can be found by AdamBox A - can be found by Adam
      Folder B - private to Julie, also include locations from container (Box A)Folder B - can be found by Julie and AdamFolder B - can be found by Julie and Adam
      SubFolder C - private to John, also include locations from container (Folder B)SubFolder C - can be found by John, Julie and AdamSubFolder C - can be found by John, Julie but NOT Adam
      Document D – based on container (SubFolder C)Document D – can be found by John, Julie and AdamDocument D – can be found by John and Julie but NOT Adam
    • For Record Types or Categories, the Customise Access dialogue box displays:
      • Add - Restrict access to any selected location (and any of their members)

    If the Access Controls on multiple objects are being updated, the below options will also be available:

    • Add Locations to Access Control - select to append the selected Locations to the Access Control.
    • Remove Locations from Access Control - select to remove the selected Locations from the Access Control
    • Replace Current Access Control List with this list of Locations - select to replace the existing Access Control Locations with the selected Locations.

    When a single record that is contained within a container is being updated when you are modifying only one Access Control, an additional option is available on the Customise access dialogue box - From Container. Click this option to copy the location(s) in the container's Access Control to the current record being updated.

  • Unrestricted - the document is available to everyone.

    This is the same function as clicking Unrestricted in the main Access dialogue box.

  • Container - the record's Access Control permissions are inherited from the record's container - only available for records
  • Restricted to the following Locations (and any of its members) - enables you to select specific Locations or, for records, a set of Locations that will be able to access the record or item function.

    For example, if you select a Group or Organisation, then all their individual members including all sub-groups of any type and all their individual members can use the function or have access to the record.

  • Use Add and Remove to add or remove Locations from the Access Controls.

    You can select a Location of type Person, Position, Group or Organisation.

    • If you select an Organisation, then all persons who belong to that organisation, including all sub-groups of any type and all their individual members, can use the function or have access to the record
    • If you select a Position, then all individual members of that position can use the function or have access to the record

    • If you select a Group, then all persons who belong to that group, including all sub-groups of any type and all their individual members, can use the function or have access to the record

  • Alternatively, you can use the Add ▼ button to add Locations to the Access Controls.

    You can select from the following Location types:

    • Me - always displayed

    • My position - uses default

    • My unit - uses default

    • My team - people who belong to the same unit as you

    • My staff - the people under the ‘Supervisor Of’ section

    • My delegates - that you are a member of

    • My projects - that you are a member of

    • My workgroups - that you are a member of

    • My committees - that you are a member of

      • NOTE: All of the "My <location type>" options are removed if you do not have an association.