Manually updating a Security Group on a record

Every record within intelligentcontract has a default Security Group set to 'Everyone'. If you wish to change this Security Group and restrict who can see this record, then you can manually change the Security Group value once the record has been created.

Once a record is created, you will see a padlock icon in the top right. Click here and a small Security Details pop up will open displaying the current Security Group information for the record.

Some accounts may have this Security Group field pulled onto their record layout. Adjustment to the value can be done via the field or within the pop up. Changes to either one will update the other.

Note: The behavior of Security to Sub Tab records is controlled by a setting in your Account Configuration - please read the options available to you - by default the third option is applied to all Accounts, unless manually changed. 

This example is referring to option 2 - Linked, where all updates to Security Groups are applied to new and existing records.

Updating a Security value

  • Hover in the Security Groups field and an orange [Edit] field will appear. Click here, and the field will open for editing
  • Click in the drop down or use the magnifying glass icon to view all the Security Group values you can choose from 
  • When selected, the Security Group permission default will be the orange Read-Only (ro). Click the orange box again and it will update to a green Read-Write (rw). Click again it will go back to orange (ro)
  • To remove a selected value, click the white 'x' in the required blue block
  • You can assigned as many Security Groups as you wish to a record, each can have different permissions
  • [Save] the field and the new Security settings will apply immediately

 Fig 1 Changing Security Groups

TIP: The (ro) and (rw) permissions will determine if the selected Security Group can either Edit the record or just view it.

Sub tab Security Groups

Initially, every record held within a sub tab inherits its Security Group from the top level, so for example, if you have set a Contract record to have a top level Security Group of 'Legal (rw)' then every record created in its sub tabs will also inherit this Security Group value.  

This is stipulated in the Contract record Security Details pop up.  Here the top level Security Group is displayed along with the 'Sub Tab record(s) Security Group' values.  

The Sub Tab record(s) Security Group section will display the Security Group that any existing or new sub tab record will inherit, in the 'Apply' field.  By default the pass down Security Group is the same as the top level Security Group. You can use the drop down list to select the Sub Tab option and it will update if the Security Group is different.

Note: The behavior of updates to Sub Tab Security Groups is based upon your Account Configuration settings of 'Security Group Sub Tab behavior' more information about these settings can be found here

If you wish to alter a Sub Tabs Security Group, then hover over the field and press the orange [Edit] button.  The pop up will expand to show you 3 options:

Inherit from the header - This option is selected by default if no change is made and the pop up is closed.  All Sub Tab records, new or existing will inherit the Header Security Group.

For all sub entities - If you wish to apply a Security Group different to the Header to all the Sub Tabs then choose this option and select the Security group from the drop down list, this will change all Sub Tab records at once.

For individual sub-entities - This option allows you to select a specific Sub Tab option from the drop down list and then specify if this Sub Tabs Security Group should be passed down from the Header or using 'Apply' and the drop down list you can assign an alternative Security Group for that one specific Sub Tab.

Note: Pass Down Security Group values can only be adjusted via the Security Details pop up, there is no option to pull the Sub tab Security information onto the form.

The example below shows that this Contract header and its Sub Tabs Security Group is 'Everyone'.  

By by editing the 'Sub Tab records Security Group' field this can be changed, by selecting the 'For individual sub-entities option and selecting 'Contract Document' from the drop down list, the Security Group can be updated to 'Head Office rw'.

This now means that although 'Everyone' can see the Contract and most of its Sub Tabs, the specific Sub Tab of 'Contract Document's records will only be visible to those within the 'Head Office' Security group and they have read write access.

Fig 2 - Updating Pass Down Values

You can assign as many Security Groups to each of the sub tabs and each with individual permissions.

These Security Groups values allow you to restrict who can see and update a Contract record and within that record, restrict who can see and update its sub tab records, giving you complete control of who has access to what data.