System permissions

Permissions provide user access to system or company resources. Multiple users can be assigned to the same permission. Generally speaking, permissions correspond to user roles or to features you need to control access to. Permissions control the resources users have access to and the level of access they have to those resources.

System permissions are created by a system administrator in the ActivityHD System > Administration > Security > Permissions subfolder. System permissions determine how a user can access data folders, companies, and reports in the system. System permissions often include system administrator, system licenses, or company. Permissions created at the system level allow you to group system resource accesses into an access profile so that access to multiple system resources can be managed by assigning a single permission to a user. For example, suppose a user needs to view information for one company, run reports for another company, and change security for other users. You could create a permission record that groups all these accesses together and assign the permission to an authorized system user. You can assign authorized users to a permission on the Users tab of the Permission window or you can assign a permission to an authorized user on the Permissions tab of the Authorized User window.

Tip

To learn about the accesses available on an entity, go to the entity's help topic and click the "Security" link immediately below the topic title.

Create a system permission

In the Navigation pane, highlight the ActivityHD System > Administration > Security > Permissions folder.
Click . The New Permission window opens.
Enter a Name for the permission profile.

Examples

The name could reflect a user role such as HR Manager, AP Clerk, or Payroll Administrator, or the name could reflect a software function such as Delete Custom Data, Activate Indexes, PO Invoicing.
In the Resources list box, mark the checkbox next to a resource you need to set up access to for this permission profile. The access types available for the selected resource load in the Accesses list box.
Tip
You can filter the list of resources by selecting a package or security area from the drop-down list below the Resources list box.
Bonus Tip
As of ActivityHD 9.10-0, a Select All feature has been added to dual checklist controls such as the control on the Accesses tab of the Permission window. This feature is useful for selecting all resources in the Resources list box and assigning one or more accesses to all of them or for selecting all accesses in the Accesses list box and assigning one or more resources to all of them.
To select all items in a list box, put focus in the list box, right-click, and select "Select All", or put focus in the list box and press Ctrl+A.
For each access listed in the Accesses list box, decide whether users with the permission should or should not have that level of access. If users should have access, ensure the checkbox is marked; otherwise, clear the checkbox.

Note

The checkboxes in the Resources list box have three states. If all checkboxes in the Accesses list box are marked, the corresponding checkbox in the Resources list box will remain marked indicating full access to the resource. If only some of the checkboxes in the Accesses list box are marked, the corresponding checkbox in the Resources list box is filled with a dark square indicating limited access to the resource. If none of the checkboxes in the Accesses list box is marked, the corresponding checkbox in the Resources list box is cleared, indicating no access to the resource.
Repeat steps 4-5 for each resource you need to set up access to.
When you finish, save the new permission.

Assign bots to a permission profile

Assign data sources to a permission profile

Assign gadgets to a permission profile

Assign layouts to a permission profile

Assign authorized users to a permission profile

System Permissions Listing

Purpose

The Permissions Listing provides a list of permissions defined for your system.

Content

In addition to the simple list of permissions, you can include one or more of the following:

resources and access levels
users
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the ActivityHD System > Administration > Security > Permissions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of permissions:
  1. Right-click the Permissions folder and select Select and Report > Permissions Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected permissions:
  1. In the HD view, select the permissions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular permission from the Permission window:
  1. In the HD view, locate and double-click the permission to report on. The Permission window opens with the permission loaded.
  2. Click .
On the Options tab, mark the checkbox(es) for the additional information to include:
- Resources and Accesses
- Users
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.
There are two built-in report designs for the Permissions Listing:
- Permissions - Shows permission profile names plus any additional information you requested.
- Permissions Common Accesses - Shows permission profile names and, if you include resources and accesses on the report, indicates the accesses assigned for each resource that is set up in the permission profile.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Permissions
Permission resource access
User permissions

Permission Record ID

Name

The unique name of the permission profile.

Examples

System permissions might include ActivityHD Administrator, ActivityHD Licenses, or a company name.

Accesses tab

Resources

The list box shows the resources to which access can be granted. Mark the checkbox next to a resource you need to set up access to for this permission profile. The access types available for the resource load in the Accesses list box.

[Package]

Select a package or security area from this drop-down list to filter the Resources list box to show only the resources for that package.

Accesses

When a resource is selected in the Resources list box, this list box shows the types of accesses that can be granted for the resource.

For each access in this list box, decide whether users with this permission profile should or should not have that level of access. If users should have access, mark the checkbox; otherwise, ensure the checkbox is cleared.

Note

The checkboxes in the Resources list box have three states. If all checkboxes in the Accesses list box are marked, the corresponding checkbox in the Resources list box will remain marked indicating full access to the resource. If only some of the checkboxes in the Accesses list box are marked, the corresponding checkbox in the Resources list box is filled with a dark square indicating limited access to the resource. If none of the checkboxes in the Accesses list box is marked, the corresponding checkbox in the Resources list box is cleared, indicating no access to the resource.

Bots tab

Bots can be assigned permissions in order to control which users have access to them.

Available Bots

The list box shows the bots available for assignment to the permission profile. Bots that are flagged as "Obsolete" are not visible in the list box.

To assign a bot to the profile, double-click the bot to move it to the Assigned Bots list box or highlight it and click to move it to the Assigned Bots list box.

Assigned Bots

The list box shows the bots currently assigned to the permission profile. Bots previously assigned to a permission and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a bot, double-click the bot to move it to the Available Bots list box or highlight it and click to move it to the Available Bots list box.

Data Sources tab

Data sources can be assigned permissions in order to control which users have access to them.

Available Data Sources

The list box shows the data sources available for assignment to the permission profile. Data sources that are flagged as "Obsolete" are not visible in the list box.

To assign a data source to the profile, double-click the data source to move it to the Assigned Data Sources list box or highlight it and click to move it to the Assigned Data Sources list box.

Assigned Data Sources

The list box shows the data sources currently assigned to the permission profile. Data sources previously assigned to a permission and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a data source, double-click the data source to move it to the Available Data Sources list box or highlight it and click to move it to the Available Data Sources list box.

Gadgets tab

Gadgets can be shared and assigned permissions in order to control which users have access to them.

Available Gadgets

The list box shows the gadgets available for assignment to the permission profile. Gadgets that are flagged as "Obsolete" are not visible in the list box.

To assign a gadget to the profile, double-click the gadget to move it to the Assigned Gadgets list box or highlight it and click to move it to the Assigned Gadgets list box.

Assigned Gadgets

The list box shows the gadgets currently assigned to the permission profile. Gadgets previously assigned to a permission and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a gadget, double-click the gadget to move it to the Available Gadgets list box or highlight it and click to move it to the Available Gadgets list box.

Layouts tab

Layouts can be shared and assigned permissions in order to control which users have access to them.

Available Layouts

The list box shows the layouts available for assignment to the permission profile. Layouts that are flagged as "Obsolete" are not visible in the list box.

To assign a layout to the profile, double-click the layout to move it to the Assigned Layouts list box or highlight it and click to move it to the Assigned Layouts list box.

Assigned Layouts

The list box shows the layouts currently assigned to the permission profile. Layouts previously assigned to a permission and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a layout, double-click the layout to move it to the Available Layouts list box or highlight it and click to move it to the Available Layouts list box.

Users tab

Available Users

The list box shows the users available for assignment to the permission profile.

To assign a user to the profile, double-click the user to move it to the Assigned Users list box or highlight it and click to move it to the Assigned Users list box.

Assigned Users

The list box shows the users currently assigned to the permission profile.

To unassign a user, double-click the user to move it to the Available Users list box or highlight it and click to move it to the Available Users list box.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on permissions

Access	A user with this access can...
Change	Use the mass change action on permissions.
Change Logs
Custom Fields	Create and edit custom fields for permissions.
Data	Have read-only access to permissions from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete permissions.
Edit	Edit permission records.
Export	Export permission records from ActivityHD.
Import	Import permission records into ActivityHD.
New	Create new permission records.
Read	Have read-only access to permission records.
Report	Run reports with permission information.
Report Designs	Create and edit report designs with permission information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to permissions.
Shared Filters	Create and edit shared filters on permissions.
Visible	View the Permissions folder in the Navigation pane.

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