How to restrict users from accessing data
Contents
1. Screen Designer access overrides all user set access restrictions this is the Access Code CONFIGURE_FORMS found in the profile Screen Designer or sometimes ticked in System Administrator Doc version v1 0 Page 7 y How to restrict users from accessing sensitive data Ad vanced o NFP Specifying Data to Restrict In each area data can be restricted in three ways e Remove altogether Read Access e Allow users to see but not amend Write Access e Allow users to see and edit but not delete Delete Access Browse Lists Data can be restricted from appearing in the Browse List or entire records set to write only or edit but not delete Add the field to the browse list The fields ReadAccess WriteAccess and DeleteAccess are not visible by default They need to be added to the Browse List or a space within the record in order to set the restriction init E Mail New Edit Org Delete Edit Search Filters Load Individuals Contact ID a Write Access Delete 4ccess PCode 3973 PALO000 f 2469 PANOO00 2465 PANOOU0S o l Xl Pledges SR atta ak Events J NEW ACCESS CODEN te Write Access as Delete Access Y Read Access For information on these features see section 2 3 4 1 Columns or section 11 Customising Donor Strategy in the user manual Doc version v1 0 Page 8 How to restrict users from accessing sensitive data Advanced NFP Freenotes and2. History The above process can be used to restrict access to individual Freenotes and correspondence in the History tab in the same way Tabs with in forms Tabs can be restricted from Users by editing the Tab Details in the Design menu e Tools Seen Help Add Data Entry Tab Delete Data Entry bs Re Order Tabs Customise Reset Labels Create Save Point Show Debug Info Make nf Meath 4 The Design menu is only available with Screen Designer access this is the Access Code CONFIGURE_FORMS found in the profile Screen Designer or sometimes ticked in System Administrator If you need assistance with this feature please contact donorstrategy support advancedcomputersoftware com or call support on 0845 2 26 25 44 Screen Designer access overrides all user set access restrictions Read Access or Write Access can be selected from here Data Entry lab Details Tab Details Write Access Cancel Doc version v1 0 Page 9 How to restrict users from accessing sensitive data Adva nced NFP The Access Code that you have created will be found in the drop down list for these fields this may require a re start Set the restriction by selecting the Access Code and saving changes Users will no longer be able to see or edit the entire tab Fields Columns Particular fields columns can be restricted using the security settings in Field Mappings Go to Control Panel gt Field Mappings and add y
3. and saving changes Setting any of these security features will make the appropriate restrictions apply to the report For further advice please contact the Support Team on 0845 2 26 25 44 or email donorstrategy support advancedcomputersoftware com Thank you Doc version v1 0 Page 11
4. de riada 5 pto a da E AN OA E E E EAE E A 6 Allowing and Restricting ACCES ia id ie 7 See ucraepesecdertuandedssnetas 8 A A R E EE NA 8 Add the field to the browse IS een 8 A E E miner oneetanials 9 LA ap o o E E nae 9 ss E srini A ee 10 S EA ner E E E ere E o PO A 11 Security in Donor Strategy Donor Strategy 4 introduces the concept of Access Codes Access Codes can be grouped together into Profiles and Profiles are then linked to a particular User eg You could have a range of Access Code for working with financial information and group them together into a profile called Finance The profile Finance would then be linked to a particular user id Access Codes can be assigned to functionality records and to fields Field level security ReadAccess If an Access Code is assigned to a fields ReadAccess property then the user must have the appropriate code in one of their profiles If they do not then they cannot see that field in the browser data entry forms reports etc WriteAccess If an Access Code is assigned to a fields WriteAccess property then the user must have the appropriate code in one of their profiles to be able to amend that particular field value DeleteAccess If an Access Code is assigned to a records DeleteAccess property then the user must have the appropriate code to be able to delete the record Functionality level security Each discrete piece of functionality has been given a unique Access Code the
5. ivate Notes and Correspor C SWING HISTORY MEMBERS RELATIONSHIPS ORGANISATIONS GIVING HISTORY ORGANISATIONS _ RELATIONSHIPS PEOPLE GIVING HISTORY PEOPLE RUN REPORTS GIVING HISTORY TRANSACTIONS STATISTICS ALLOCATIONS GRANTS ORGANISATIONS STATISTICS AUTORAY GRANTS PEOPLE STATISTICS BATCHES JJ IMPORT_EMAIL STATISTICS CAMPAIGNS _ LEGACIES PEOPLE STATISTICS CLAIMS NEW ACCESS CODE STATISTICS EVENTS J NoGaTAB STATISTICS GRANTS No Private Correspondence or FreeMil STATISTICS LEGACIES PARTICIPANTS EVENTS STATISTICS MEMBERS PARTICIPANTS ORGANISATIONS STATISTICS ORGANISATIONS PARTICIPANTS PEOPLE STATISTICS PEOPLE E Allowing and Restricting Access Choose which Users you wish to allow access to your restricted data and which you wish to restrict Do nothing to those you wish to restrict Add your new Profile to all those you wish to allow Go to Control Panel gt Users gt Highlight User gt click Edit gt choose the Selected Profiles tab and tick the new Profile for the Users that you want to be able to access the information not giving it to those whom you wish to restrict Edit User Profile User Details Selected Profiles C Campaigner Contact Management Gata Administration Financial Management Fundraising Memberships Misc Tasks New Profile Read only Access Report writing C System Administration
6. mes Adva nced Efficiency Visibility Control Y Y NFP Advanced NFP is part of Advanced Business Solutions Munro House Portsmouth Road Cobham Surrey KT11 1TF t 0845 226 2544 www advancedcomputersoftware com nfp Date 08 07 2013 Doc version v1 0 Copyright O Advanced NFP 2013 gt Advanced o NFP This document contains confidential and or proprietary information The content must not be disclosed to third parties without the prior written approval of Advanced Business Software and Solutions Ltd Advanced Business Solutions Advanced Learning and V1 are trading names of Advanced Business Software and Solutions Ltd Version History Date Version 16 04 2009 Version Approval Version Name Distribution Date Version Document Control Filename Location Issued By Changes Debbie Nevin Title Organisation Approval Record Name Title Minimum Retention How to restrict users from accessing sensitive data Adva nced NFP How to restrict users from accessing sensitive data This How To will guide you through the process of setting up security restrictions and access levels in Donor Strategy so that you as an administrator can restrict your users from accessing certain data and functionality in Donor Strategy Secun AN Donor Me OY ana rd E Eea 3 FRIAS aaa 3 As A O RADERHER ONE 3 FUNCION AIRY TVS Secured 4 Areas Covered by ihis OCU SIN nc 4 A A 4 Creating the Access Co
7. our Access Code to the field of your choosing First select your Table in the top left then find the Field in the left side pane then scroll down the right hand side to the Security Settings fis Field Mappings Eile Tools Help BankAddress3 BankCounty ankCounty BankFax BankFax BankPhone E p ws t BankPhone anbkDrackr Da IFE u rer __ Color not selected a ur Color not selected Code r CensationCode 4 M ensationCode CharityNo ClcDaysPerGift CleFrequency CleLastTrans CleNetTotal CleNoTrans alalalalalalalalalalaliniolwiw E N 2 2 2 pa m i ao at um r 4 A x Ed Table Contacts eb lt The Access Code that you have created will be found in the drop down list for these fields this may require a re start Set the restriction by selecting the Access Code and saving changes Doc version v1 0 Page 10 How to restrict users from accessing sensitive data Advanced NFP Reports Any Report can be restricted from users viewing it editing it or deleting it Go to Reports gt Edit report gt Security tab Edit Report Main Details Filters Columns Page Layout Joins a Security Run Report Edit Report Delete Report NEW ACCESS CODE The Access Code that you have created will be found in the drop down list for these fields this may require a re start Set the restriction by selecting the Access Code
8. rict users from accessing sensitive data Advanced NFP Creating the Access Code Go to Control Panel gt Profiles gt Access Codes tab gt Click Add Profiles amp Access Codes p E File Help 97 DL Delete Profiles Add New TEN Profile Mar Description Fill in the form with a name appropriate to your needs Add Access Code Access Code MEW ACCESS CODE System Code Description NEW ACCESS CODE Make the Description the same as the Access Code for ease The System Code tick box cannot be ticked as this is reserved for access codes defined by IRIS Donor Strategy Doc version v1 0 Page 5 y How to restrict users from accessing sensitive data Advanced NFP Profile The new Access Code can be inserted into an existing Profile however it is normally much more useful to create a new profile so that you can be sure who you are not giving it to Go to Control Panel gt Profiles gt Profiles tab gt Click Add and give your new Profile an appropriate Profile Name and Description Add Profile Profile Details Access Codes Profile Name Wew Profile Description New Profile Click to the Access Codes tab and tick your new Access Code Doc version v1 0 Page 6 How to restrict users from accessing sensitive data gt Advanced NFP Add Profile Profile Details Access Codes GIVING HISTORY GRANTS PERSON TO ORG L GIVING HISTORY LEGACIES Can See Pr
9. se are preinstalled with the system eg browse people edit people delete people batch transactions etc Doc version v1 0 Page 3 How to restrict users from accessing sensitive data Adva nced NFP To stop someone accessing a piece of functionality simply remove the Access Code from their profile or the profile from their User Functionality level security Each discrete piece of functionality has been given a unique Access Code these are preinstalled with the system eg browse people edit people delete people batch transactions etc To stop someone accessing a piece of functionality simply remove the Access Code from their profile or the profile from their User Areas covered by this document e Browse lists restricting access to certain Receipts Contacts Members etc including Freenotes and History e Tabs within forms only allow users to see certain tabs e Fields Columns restrict access to specific fields columns e Reports restrict access to reports Restrictions Data can be restricted in the following ways e Read Access user cannot see the data e Write Access user can see data and cannot edit it e Delete Access user can see and edit but cannot delete data Screen Designer access overrides all user set access restrictions this is the Access Code CONFIGURE_FORMS found in the profile Screen Designer or sometimes ticked in System Administrator Doc version v1 0 Page 4 How to rest
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