Data Access Groups

Data Access Groups allow you to apply security on the data that is entered and maintained in the system. They enable you to pull together user groups so that you can permit them to access, or prevent them from accessing, individual data records. For example, you might have some confidential accounts which may only be accessed by certain personnel, in which case an appropriate data access group must be defined and applied to those account records in Chart of Accounts.

You can permit or prevent access to the following records:

Items
Warehouses
Employees
Bank Details
Suppliers
Customers
Accounts
Movement Types
Resources
Purchase Types
Sales Types
Zones
Budget Ledgers
Document Formats
Financial Statement Layouts
Journal Types
Fixed Assets
Payment Profiles
Control Desk - Drill Types
Analysis Dimensions
Analysis Codes
Business Units
Filters
Budget Account Groups
Locations
Approval Levels
Reconciliation Profiles
Ledger Transfers
Event Profiles
Purchase Order Line/Approval Stamps
Purchase Invoice Line/Approval Stamps
Aged Analysis Layouts
Financial Analysis Layouts
Financial Table Formats
Fixed Asset Budgets

Note: When Data Access Groups are applied to accounts and analysis codes, they restrict the users who can access those accounts and analysis codes, however, they do not secure a held journal or provisional journal that references those accounts or analysis codes. Therefore, to ensure that held and provisional journals remain secure from unauthorized access, you are recommended to switch on the View/Amend Held and Provisional Journals created by others setting on the Financials tab of Miscellaneous Permissions for each group.

To set up Data Access Groups, from the Settings menu select SunSystems > Data Access Groups. A table is displayed showing the Data Access Groups that have been set up.

See also Adding and Editing Data Access Groups for more information.