Security views determine what a user can see for a particular system or company resource. For example, at the system level you might want to limit which of your companies a user can see. At the company level, you might want to restrict a user from seeing payroll data for executives. Multiple users can be assigned to a security view.
Security view restrictions are based on user-defined conditions. While a permission can grant access to a resource, a security view can limit the scope of that access.
Example
Company security view. Suppose a user has access to the Employees resource but you want to restrict their access to only those employees whose marital status is married. You could write a condition that states that users with the security view can only view information for employees for which marital status equal married. Information for unmarried employees would not be available to users assigned to the security view.
Multiple security views on a single resource can be assigned to a single user. This means you can assign security views to a user based on exactly what the user is allowed to see. The behavior of security views on a resource can be summarized as follows:
If no security views on a resource are assigned to a user, the user can see all rows (if the user has appropriate permissions).
If one security view on a resource is assigned to a user, the user can only see the rows determined by the security view.
If multiple security views on a resource are assigned to a user, the user can see the rows determined by any of the security views.
Company security views are created by a system administrator or a company administrator in the [Company Name] > Administration > Security > Security Views subfolder. You can assign authorized users to a security view on the Users tab of the Security View window or you can assign a security view to an authorized user on the Security Views tab of the Authorized User window.
Selection conditions which refer to the items in a securable folder automatically apply the folder's security views. In particular, selection conditions can reference security views. This means that you can create security views which reference other security views and automatically apply changes to a referenced security view to the referencing security view.
Example
You can create a security view on payroll checks that limits by a user's security view on employees. If the security view on employees changes, it is automatically applied to the security view on checks.
In the Navigation pane, highlight the Administration > Security > Security Views folder.
Click . The New Security View window opens.
Select the Package that contains the resource for which you want to create a security view.
Select the Resource to restrict with the security view. The Fields list box loads with the selection options available for filtering the selected resource.
Enter a Name for the security view. The name must be unique with respect to the selected resource.
Define the filters you want to apply to the data. The conditions you define load in the Conditions text box.
A Secure checkbox is included on some entities where the application of the user's security view potentially could cause confusing results. This is particularly likely when the defined conditions are used to exclude records that match the conditions. The Secure checkbox is marked by default; however, if you are excluding records that match your conditions, consider clearing the checkbox.
In the dropdown above the Conditions text box, select whether to "Include" or "Exclude" the records selected by the SQL conditions you constructed.
Select the Advanced tab.
Click Check Conditions to verify that your conditions are well-formed. This is particularly important if your conditions include manual SQL statements. If ActivityHD advises you of problems, fix them. Once your conditions are satisfactory, ActivityHD advises you that no errors were found.
Note
The statements in the Conditions text box form the predicate of a SQL WHERE clause.
Open the security view record to which to assign authorized users.
Select the Users tab.
In the Available Users list box, highlight the users to assign to the security view. You can use Ctrl and/or Shift selection to select multiple users.
Click to move your selections to the Assigned Users list box.
Save your changes.
Security Views Listing
Purpose
The Security Views Listing provides a list of security views defined for a company.
Content
For each security view included on the report, the listing shows:
package
resource
security view name
conditions type ("Include" or "Exclude").
In addition, you can include one or more of the following:
conditions defined on the views
users assigned to the views
timestamps
memos
custom fields
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the Administration > Security > Security Views folder.
Start the report set-up wizard.
To report on all or a filtered subset of security views:
Right-click the Security Views folder and select Select and Report > Security Views Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected security views:
In the HD view, select the security views to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular security view from the Security View window:
In the HD view, locate and double-click the security view to report on. The Security View window opens with the security view record loaded.
Click .
On the Options tab, mark the checkbox(es) for the additional information to include:
Conditions
Users
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.
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 extension is available for the report:
Security views
Security View Record ID
Package
The package that contains the resource affected by the security view.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Resource
The resource associated with the security view.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Name
A unique name for the security view. The name must be unique with respect to the selected resource.
Security View tab
Fields
Once a resource is specified, the list box contains the list of selection criteria available for filtering the resource for the security view. To filter by a criterion, select it in the list box and respond to the prompts that appear above the Conditions fields to define the conditions which restrict the records from the resource that a user assigned to the security view can access.
Include/Exclude records that match these conditions
Select whether to "Include" or "Exclude" the set of records defined by the conditions in the text box below.
Conditions
This text box shows the conditions that will be applied on the selected resource for this security view. The conditions constitute the WHERE clause of a SQL SELECT statement.
Advanced tab
Include/Exclude records that match these conditions
Select whether to "Include" or "Exclude" the set of records defined by the conditions in the text box below. The value in this field is synchonized to the value in the analogous field on the Security View tab.
Conditions
This text box shows the conditions that will be applied on the selected resource for this security view. The conditions constitute the WHERE clause of a SQL SELECT statement.
Check Conditions button
Click this button to have ActivityHD validate that the conditions you specified are well-formed. If ActivityHD reports errors, adjust your selections and edit any manual SQL code you may have included and retest the conditions until they are error free.
Users tab
Available Users
The list box shows the users available for assignment to the security view.
To assign a user to the security view, double-click the user name 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 security view.
To unassign a user, double-click the user name 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.
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.
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.
Extras\Payroll\PR Security Views for allowed employees.xml; Extras\Human Resources\HR Security Views for allowed employees.xml
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Security views security
Common accesses available on security views
Access
A user with this access can...
Change
Use the mass change action on security views.
Custom Fields
Create and edit custom fields for security views.
Data
Have read-only access to security views from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete security views.
Edit
Edit security view records.
Export
Export security view records from ActivityHD.
Import
Import security view records into ActivityHD.
New
Create new security view records.
Read
Have read-only access to security view records.
Report
Run reports with security view information.
Report Designs
Create and edit report designs with security view information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit action profiles and report profiles related to security views.
Shared Filters
Create and edit shared filters on security views.
Visible
View the Security Views folder in the Navigation pane.
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Report Email dialog
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Create a company security view
. The New Security View window opens.
to move your selections to the Assigned Users list box.
.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- 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).
to move it to the Available Users list box.