By default the Security Group of 'Everyone' will be assigned to all records created within intelligentcontract - this is 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 specific Security Group default to 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 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 can see it.
For details on how to create Security Groups and assign Users click here
Creating an Automated Security Rule
Click on the option of 'Automation Rule', any existing Rules will be displayed, to create a new Rule, click on the [New] button on the top right of the screen, a blank Automation Rule form will be displayed.
Fig 2 - Automation Rule Form
Complete the fields:
Name: Name for the Rule
Entity: Select which feature this rule should apply to - you can apply defaults to all top level features
Criteria: Click the cog icon and a pop up field 'Edit Criteria' will appear, here you will have the option to choose a 'Created by' User or Users for this Rule.
- Drag the 'Created by' field over to the orange Criteria box and a new pop up will display, here you can use the drop down or magnifying glass to select your User(s)
- Press [Save] and the pop up will close back to the Edit Criteria screen
- Press [Save] and the Edit Criteria screen will close back to the Automation Rule screen
Trigger: Current Trigger is 'On Creation', 'On edit' and 'On all Tasks completed'
Fig 3 - Setting User(s) Criteria
To remove Criteria, click the 'X' on the field and the value will be removed.
If you wish to Edit existing Criteria, click the cog icon on the field and the pop up will appear again for you to amend your values.
Priority: Set a Priority for the Rule, the highest number for a Priority will apply first
- Rules numbered 1 - 10, number 10 will be applied
- Multiple Rules with the same Priority number, the first Rule that was created with that Priority number will be applied
Note: Once a Rule has been saved, the Entity value cannot be altered, if this is in error then the Rule must be deleted and created again
Fig 4 - Security Rule created
Now your Rule has been created then 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 default 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 default, press the cog icon next to 'Security Group Allocation' field and a pop up will appear for you to select the specific Security Group(s) - note that you also set the permission for each Security Group via the green RW and orange RO buttons.
Fig 6 - Security Group Allocation
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 7 - Set default Security Group(s)
Now when that Particular User(s) create that record, when save is pressed all the default 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 8 - Automation Rules applying to a Contract Record
Note: Any previous default Rules set against specific Users will be auto populated in the screen