By default every record held within a sub tab of a record inherits its Security Group from the header setting. For example, if you have set a Contract record to have a header Security Group of 'Legal (rw)', then every record created in a sub tab will also inherit this value.
This is stipulated in the records Security Details pop up. Here, the header Security Group is displayed, and the 'Sub Tab record(s) Security Group' Security Group is what value the sub tab records inherit.
Fig 1 - Security Groups for a record
If you wish to alter a Sub Tabs Security Group from the default to another, then you can just edit the field, choose the sub tab option from the drop down list, and then edit the defaulted Security Group. You can remove the existing one or add to it if required.
Each Security Group has the option of rw/ro that you can allocate. For instance, you could have a Contract record with a Security Group of 'Legal (rw)' allocated, but you can adjust the Documents sub tab to have 'Legal (ro)', so they can only VIEW the Document records; not add or remove them. By adding more Security Groups, you are opening up the record to other Users.
When you are importing new Contracts or modifying existing contracts, it is also possible to set these Security Group defaults, rather than manually changing record by record. This means that you can preset all your records sub tab Security Groups before the records have been created. When they are created, the system will apply the Security Group you have specified.
When you create a Import .csv file, there are two new columns at the end after Security Groups.
These columns are used to specify if any of the records Sub Tabs should have a different Security Group than the main record. If left blank, then all tabs will inherit the main record Security Group.
You have two options here, you can define that all sub tabs should have a different Security Group to the header or you can specify certain sub tabs have a different Security Group.
Note: Sub Tabs are called 'Sub-entities' in the system.
Sub-Tab record Security Type
There are two text options you can enter in this column:
- 'All sub-entities' - to apply your entered Security Group(s) to all Sub Tabs
- 'Individual sub-entities' - to apply your entered Security Group(s) to the specified individual Sub Tabs
Sub-tab record Security Groups
For the Type of 'All sub-entities' you would enter the Security Group value followed by the (ro/rw) identifier,
i.e. Active Contracts (rw)
To assign multiple Security Groups you should enter the values separated by a pipe | character.
i.e. Head Office (ro) | High Priority (rw)
For the type of 'Individual sub-entities' you must stipulate the sub-entity value followed by the Security Group with its (ro/rw) identifier within square brackets [ ]
i.e. Contract Document [Head Office (ro)]
To assign multiple Security Groups to one sub-entity you should enter the values separated by a , character within the bracket.
i.e. Contract Person [Active Contracts (ro),High Priority (rw)]
To enter multiple sub-entities with a Security Group you should separate each sub entity with the pip separator
i.e. Contract Person [Active Contracts (ro)|Contract Document [Active Contracts (rw)]
To enter multiple sub-entities with Multiple Security Groups all the above must be combined, use the , the [ ] and the pipe separator character as explained above.
i.e. Contract Person [Active Contracts (ro),High Priority (rw)]|Contract Document [Active Contracts (rw),Legal (ro)]
Fig 2 - Example Sub entity Security Group csv file
Once you have completed your .csv file with your relevant Security Group allocation, continue the Import process, mapping the new fields as normal - any errors will be displayed during the validation process.
Fig 3 - Mapping the Passed-Down Security field during import