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 what Security Group or Groups are automatically assigned to the record.  The criteria is defined in the Automation Rule.


For example, 


If the User Judy Weeks creates an Contract, then the Security Group of 'Head Office' should be applied. 

Only users linked to the head Office Security Group will see this Contract


or


If a Contract Type of HR is selected then the Security Groups of 'HR & Legal' should be applied.

Only Users linked to the HR or Legal security Groups will see this Contract.

For details on how to create Security Groups and link Users to them, 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 for the same rule, the Priority is the order in which they are applied.


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 other then 'Everyone' 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)


Multiple Actions


If you wish to trigger multiple Actions for your Rule, click the new button again and add a new Action.  You can add as many different Actions as you wish.


When you create a new record or edit an existing one that is within the Criteria of a Rule, the Actions will be automatically created when the record is [Saved].