Access to Budget Nodes: Process 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 and are considered qualified to view this information.) You will then review the access rights for the nodes.

Configuration Overview

On the Enable/Disable Features (CS100000) form, the Subaccounts feature has been enabled. On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined according to the company’s business needs, as described in Subaccounts: Implementation Activity.

On the Budget Configuration (GL205000) form, a budget tree has been created, as described in Budget Tree: Implementation Activity.

In the U100 dataset, the Sales Manager, Purchasing Manager, and Financial Supervisor roles have been defined on the User Roles (SM201005) form.

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

To prepare the system, in a tenant with the U100 dataset preloaded, do the following:

  1. Launch the MYOB Advanced website, and sign in as a system administrator by using the following credentials:
    • Username: gibbs
    • Password: 123
  2. As a prerequisite to the current activity, make sure 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 current 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), whose access rights you have set here.

    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, and 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 current 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 Monitoring & Automation 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. Open the GL Budget Access (GL105030) form.
  2. On the form toolbar, click Add New Record, and 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 of 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 usernames.

    The users with these usernames 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 usernames.

    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 user with the johnson username is a financial supervisor who needs access to this node. The user with the gibbs username is a system administrator who needs access to this node for the configuration purpose.

  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 usernames.

    The users with these usernames 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 usernames.

    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. The user with the johnson username is a financial supervisor who needs access to this node. The user with the gibbs username is a system administrator who needs access to this node for the configuration purpose.

  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.