Adding or editing data access groups

Note: You must be a member of the Security Administrators group to add or edit data access groups.

Complete these steps to add or edit a data access group.

  1. Select DAG from the SunSystems menu to open Data Access Groups.
  2. Click Add to add a new data access group. To edit an existing group, select a code and click the Edit button.
  3. Specify this information:
    Code
    Identifies the data access group and must be unique. Use between 1 and 5 uppercase characters, for example, MYDAG.
    Description
    Use between 1 and 50 alphanumeric characters. If the description and the short heading are both blank then either a description or a short heading must be specified. If the description is blank, then the Short Heading text is copied to the Description field, after the group is created.
    Lookup Code
    Use between 1 and 15 alphanumeric characters.
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Short Heading
    Where space is limited, this field is used instead of the description. Use between 1 and 15 alphanumeric characters. If the description and the short heading are both blank then either a description or a short heading must be specified. If the short heading is blank, then the first 15 characters from the Description field are copied to the Short Heading field, after the group is created,.
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Include/Exclude
    Select Include if you want the user groups within this data access group to have access to the associated data, otherwise select Exclude.
    Status
    By default, this value is set to Open.
  4. Associate at least one operator group with this data access group:
    1. Select the Associated Operator Group tab and click Edit.
    2. Select one or more entries from the list of available operator groups. The maximum number you can select is 128.
  5. Click OK then click Save to save your changes.