Access to Budget Nodes: Implementation Activity

The following activity will walk you through the process of configuring access to budget nodes based on user roles.

Story

Suppose that the management team of SweetLife Fruits & Jams has asked the system administrator to assign access rights to the budget nodes for employees of particular roles: Sales managers should be able to view only the Sales node, purchasing managers should be able to view only the Production node, and the financial supervisor should view all nodes of the budget tree.

Acting as a system administrator, you need to give the users of the Sales Manager, Purchasing Manager, and Financial Supervisor roles the ability to access the budget tree nodes. (For the Sales Manager and Purchasing Manager roles, you will grant the access to only particular users with the role—those that have completed their orientation period and are considered qualified to view this information.) You will then review the access rights for the nodes.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Companies (CS101500) form, the SWEETLIFE company has been defined.
  • On the Users (SM201010) form, the becher, chubb, norman, pick, johmson, and gibbs user accounts have been created.
  • On the User Roles (SM201005) form, the Sales Manager, Purchasing Manager, and Financial Supervisor roles have been defined.

Process Overview

In this activity, on the Access Rights by Role (SM201025) form, you will first assign access to the Budgets (GL302010) form for the Sales Manager and Purchasing Manager user roles. You will then enable the Row-Level Security feature on the Enable/Disable Features (CS100000) form. On the GL Budget Access (GL105030) form, you will create the SalesBudget and ProductionBudget restriction groups, selecting the users and budget tree nodes for each group, to assign access to the particular budget nodes.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as a system administrator Kimberly Gibbs by using the gibbs username and the 123 password.
  2. Make sure that you have completed Budget Tree: Implementation Activity.

Step 1: Assigning Access to All Budget Nodes for User Roles

To give users that are assigned to the Sales Manager and Purchasing Manager roles the access rights to review and modify budgets on the Budgets (GL302010) form, do the following:

  1. Open the Access Rights by Role (SM201025) form.
  2. In the Role Name box, select Sales Manager.
  3. In the left pane, click Finance, and in the table in the right pane, for the Budgets row, double-click the value in the Access Rights column, and select Edit.

    The Finance node controls the role's access to various finance-related forms, including Budgets (GL302010), which access rights you have set.

    The Edit level of access rights allows users with the role to view the form, select records, and edit details about any record. However, users with the role cannot create new records or entities of the type; they also cannot delete records.

  4. On the form toolbar, click Save to save your changes.
  5. In the Role Name box, select Purchasing Manager.
  6. In the left pane, click Finance, and in the table in the right pane, for the Budgets row, double-click the value in the Access Rights column, and select Edit.
  7. On the form toolbar, click Save to save your changes.

Step 2: Enabling the Needed Feature

In this step, you will enable the Row-Level Security feature, which will make it possible to define restriction groups in the system. To enable the needed feature, do the following:

  1. Open the Enable/Disable Features (CS100000) form.
  2. On the form toolbar, click Modify.
  3. Select the Row-Level Security check box (in the Platform group).
  4. On the form toolbar, click Enable.

Step 3: Assigning Access Rights to the Sales Node

In this step, you will create a restriction group and assign access rights to users with the Sales Manager role, as well as to the financial supervisor, who has the johnson username. Do the following:

  1. On the GL Budget Access (GL105030) form, add a new record.
  2. In the Summary area, specify the following settings in the Summary area:
    • Group Name: SalesBudget
    • Description: Sales Budget Access
    • Group Type: A
    • Active: Selected

    The system has uploaded all users in the system to the table on the Users tab.

  3. In the table, select the Included check box for the becher, chubb, norman, and pick users.

    These users are sales managers in SweetLife Fruits & Jams; thus, they should have access to the Sales node of the company's budget on the Budgets (GL302010) form.

  4. In the table, select the Included check box for the johnson and gibbs users.

    Once you configure a restriction group of type A, the users not included in this group will not have access to the Sales node of the budget. The johnson user is a financial supervisor who needs access to this node. The gibbs user is a system administrator who needs access to this node for configuration purposes.

  5. On the Budget Tree tab, select the Included check box for the row with the Sales node of the budget to make it accessible for users added to this group.
  6. Make sure that the Included check boxes for sales articles have been selected automatically by the system.
  7. On the form toolbar, click Save to save the new restriction group.

Step 4: Assigning Access Rights to the Production Node

To create a restriction group and assign access rights to users with the Purchasing Manager role (as well as to the financial supervisor, who has the johnson username), do the following:

  1. While you are still on the GL Budget Access (GL105030) form, click Add New Record on the form toolbar, and specify the following settings in the Summary area:
    • Group Name: ProductionBudget
    • Description: Production Budget Access
    • Group Type: A
    • Active: Selected

    The system has uploaded all users in the system to the table on the Users tab.

  2. In the table, select the Included check boxes for the brawner, jones, and wiley users.

    These users are the purchasing managers in SweetLife Fruits & Jams; thus, they should have access to the Production node of the company's budget on the Budgets (GL302010) form.

  3. Select the Included check boxes for the johnson and gibbs users.

    Once you configure a restriction group of type A, the users not included in this group will not have access to the Production node of the budget. Thejohnson user is a financial supervisor who needs access to this node. The gibbs user is a system administrator who needs access to this node for configuration purposes.

  4. On the Budget Tree tab, select the Included check box for the row with the Production node.
  5. On the form toolbar, click Save to save the new restriction group.