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Field Access Maintenance

How can I give a user access to view a field but not update it? How can I restrict access to certain fields so specific users cannot see them? How do I prevent users from updating a field?

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Written by Denisa Badarau
Updated over 2 weeks ago

Field Access Maintenance is a way to change what Update, Hidden, and Add fields users or groups will see when going to specific pages in COINS. This is the process for updating that access.

  1. Find the field name

  2. Go to the page that you want to edit the field on, and hit CTRL+SHIFT+C. This will bring up blue “i” icons next to each item

  3. If you hover your mouse over the “i”, you will see the field name in the database. The field name for “Name” under jobs is “job_name”.

  4. Next, go to System

  5. Click System Setup

  6. Select Field Access Maintenance:

  7. Add a field that has the same field name as the option picked in Step 2:

    Update – this field is available to edit

    UPDATE (Mandatory) – this field must be filled out before you can save

    Add Only – field can only be added

    Add Only (Mandatory) – Must be added before you can save

    Read Only – will show the field value, but is not available to be edited

    Hidden – field will not be shown

Note: If you are adding a new record, you will always need to put a basic record for KCO 0, just with the field name, and no user selected, to define a generic record valid for everyone as a standard. Then you can create further user/group-specific records. This kco 0 record is used to define access for those who are not specified otherwise with another record.

8. To make exceptions, add a second row where either a user or a function is listed. In the example below, these two rows together mean: the job_name field is hidden for all users except alenei, who can update the field.

9. If this field access maintenance is for a group, simply add the group name under the “USER” column.

10. Next, run group access from System > System Setup > Group Field Access and select the group being updated. This function can be run once per group, after all field access rules have been set up for them

11. When a new user is added to a group, the field access security rules that exist for that group will not be applied to that new user until you re-run “Group Field Access” for that group.

Tip: After any change to the configuration, the system may need to be restarted before changes take effect.

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