Create a Custom Access Rule

How do you control access to a specific record in your application? How do you limit a user's modify rights to include only those records where he is the user in the Assigned to field?

Custom rules give you the fine-tuning necessary to control access at this level. You should create a custom rule when you want to use data from records to control permissions access. For example, you can create a rule that lets users see only those records where their own company is listed in the Client field. When users to whom you assign this role open any report, they will be able to view only those records that match the specified criteria. You set custom access rules within the View and Modify properties of a role.

To create a custom access rule:

  1. In the menu bar on any application page, select Customize > Roles.

  2. Click the name of the role that you want to change (or create a new role).

  3. Click the Permissions tab.

  4. Locate the table on which you'd like to set the rule and select Custom Rule from the dropdown in its View or Modify column.

  5. Enter your criteria to specify the records to which the custom rule will apply.

  6. Click Save.

Note: Custom rules are not persistent. In other words, if you define a custom rule and then select another permission level within the role's View or Modify dropdowns, your custom rule settings disappear. You can't "switch back" to the custom rule you previously defined. You must start from scratch and define the custom rule again.

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