Customers: Security Configuration

If your organization sells goods and provides services to customers, you may have a great deal of customer-related information stored in MYOB Acumatica. When the employees of your organization create documents for customers, they have to select the required customer from the full list of customers. If certain employees work with only very important customers, and other employees are not allowed to see these customers in the system for security reasons, you can create restriction groups to manage the visibility of your customers to users of MYOB Acumatica, as described in this topic.

Visibility of Customers by User

By using restriction groups, you can show or hide particular customers on MYOB Acumatica forms, depending on the user who is logged in to the system. For example, if some customers are very important to your organization, dedicated employees might be assigned to process documents that contain information about these customers in the system. For details about restriction groups, see Restriction Groups in MYOB Acumatica.

For example, suppose that your organization provides cleaning services and Megabank is a very important customer of your organization. Manager M is responsible for all operations in the systems related to Megabank, and other managers should not see Megabank on any forms of the system. To configure the visibility of this customer in the system, you need to do the following on the Customer Access (AR102000) form:

1. You create a restriction group (for example, Group for Megabank) with direct restriction.
2. You add to the group the user account of the Manager M.
3. You add to the group the Megabank customer.

If you use customer classes and want to include each new customer of a particular class in a restriction group automatically, you can specify a default restriction group for this class.

Setting Up Default Restriction Groups for Customer Classes

To ease the addition of new customers to restriction groups, you can specify a default restriction group for a customer class, so that customers of the selected class will be included in the restriction group automatically.

You specify a default restriction group for a customer class by using the Customer Classes (AR201000) form. You perform the following steps to specify a default restriction group for a customer class:

1. In the Class ID box, you select the customer class for which you want to specify the default restriction group.
2. In the Default Restriction Group box of the Default General Settings section on the General tab, you select the default restriction group that will be used for the selected customer class.
3. On the form toolbar, you click Include Customers in Restriction Group to include all entities of the class in the default restriction group.
4. You save your changes.

Removing Class Entities from a Default Restriction Group

If you want to cancel the visibility restriction for entities of a customer class, you can remove all class entities from a default restriction group as follows:

1. You open the Customer Classes (AR201000) form.
2. In the Default General Settings section on the General tab, you clear the value in the Default Restriction Group box
3. On the form toolbar, you click Include Customers in Restriction Group.
4. You save your changes.

Forms for Customer Security

In the following table, you can find the list of the forms that you can use to manage restriction groups with customers and the tasks that you can resolve by using each form.

For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.