By default the Security Group of 'Everyone' will be assigned to all records created within intelligentcontract (under the assumption that every User can have access to see and edit all records).

You can manually change this by altering a records Security Group. This can be done manually whilst within a record, but you can also set up basic automated rules per User to default to specific Security Groups for top level records.

For details on how to manually change a record Security Group click here

Automation for Basic Security will allow you to define when a specific record is created by a User or Users. Then a Security Group or Groups will be assigned to the record.  For example, if the User Judy Weeks creates an Contract, then the Security Group of 'Head Office' should be applied.

This means that when Judy Weeks creates a new Contract, only Users assigned to the 'Head Office' Security Group will be able to see it.

For details on how to create Security Groups and assign Users, click here

Creating Security Action

Once your Rule has been created, you can specify what Actions are to take place when the Rule is triggered. In this instance you wish to set a specific Security Group or Groups.  In the Action tab press [New] to launch the Action pop up.

By default, the Type will be set to 'Set Security Groups'. Here you can also set a Priority if you want to add multiple Actions.

Fig 5 - Security Action Type

Now you need to allocate the specific Security Group(s) that should be the default.

The field called 'Security Groups'  is where you select the required Security Group. Click in the field and a drop down list of all existing Security Groups will appear for you to select.

Fig 6 - Security Group Allocation

Once selected, the drop down List underneath this field is where you tell the system how you wish these Security Groups to apply to the record. The list contains 3 options: 

  • Replace existing values with this selection - this will remove any existing Security Groups, and replace with what you have selected above.
  • Add this selection to existing values - this will add the selection above to any existing values in the Security group field.
  • Remove items in this selection from existing values - this will remove the values selected above from the existing Security Group values in the record.

Fig 7 - Security Group Application

If you wish to set up a default for a user as in the example at the beginning of this article, you would use the option of 'Replace existing values with this selection'. This is because by default every record is assigned a security group of 'Everyone' - this option will remove 'Everyone' and replace with your selection.

Press [Save] on each form to go back to the Automation Rule. Now it will detail the Action along with the default Security Group(s) you have selected.

Fig 8 - Set default Security Group(s)

Now when that Particular User(s) creates that record, all the specified Security Groups will automatically apply.

A notification message will appear at the bottom of the screen informing you of the Rule that has been applied to the record.

Fig 9 - Automation Rules applying to a Contract Record