What are data access groups?

Data access groups allow you to apply security on the data that is entered and maintained in SunSystems. They enable you to pull together operator 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
Uwaga: 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.