Setting Department, Class, and Location Restrictions

If your account has the respective feature enabled, you can restrict this role’s access to transaction, employee, partner, and optionally item records, based on the values in the Department, Class, and Location fields on these records. Limit the set of available values of Department, Class, and Locations that users can assign to these records using restrictions. Department, Class, and Location restrictions can be defined per role and then applied to all users logged in with that role.

To set Department, Class, and Location restrictions, click the Restrictions subtab. On the Restrictions subtab, set the following fields:

• Segment – Select the Segment by which to restrict the role. Select either Class, Department, or Location.

• Restrictions – Select the appropriate restriction level for the role:

  • none -default to own – There is no restriction on what can be selected. Record access is not determined by this field. Fields of this type will select the user by default.

  • own, subordinate, and unassigned – Users are restricted to records with their own location/department/class, children records of their location/department/class, and records with unassigned location/department/class field. For example, if your role has access to department A, you can only see accounts in department A, as well as its children or unassigned accounts.

  • own and subordinates only – Users are restricted to records with their own location/department/class and children records of their location/department/class. For example, if your role has access to location B, you can only see records with location B, as well as its children.

• Allow Viewing – Check this box to allow users logged in with this role to see, but not edit, data for departments, classes and locations to which the role does not have access. Note that this setting does not allow viewing of employee payroll or commissions data. Also, users cannot view non-subordinate records other than their own department, class or locations records when the Restrictions field is set to own and subordinates only.

• Apply To Items – Check this box to apply the department, class and locations restrictions defined here to item records, in addition to transaction, employee, and partner records.

You can also apply role-based, class restrictions to custom records. For more information, see Applying Role-Based Restrictions to Custom Records.

General Notices