Access keywords provide additional levels of security within modules and allow you either to hide information completely or to make information read-only, so that only authorized users are allowed to change information. Custom (user-defined) windows can store detailed information about your customers such as annual salary, major gifts, and political affiliations. However, you might not want all system users to view this information or to enter or edit information in the custom window.
The iMIS Desktop client allows you to assign access keywords that allow only certain users to view or to enter and edit information on custom windows. You can apply the access keywords to custom windows on a tab-by-tab basis.
The customer information areas to which access keywords can be assigned include:
- Custom windows
- Reports
- Activity records
- Financial tab within Customers
- Fundraising tab within Customers
- Customer address information
- Customer status information
Creating Access Keywords
Note: You need a Sys mgmt authorization level of 8 and database owner privileges to assign access keywords.
- Create or edit the existing general lookup/validation table named ACCESS_KEYWORDS.
- Enter access keywords according to these restrictions:
- Do not enter an Expansion for access keywords.
- To hide custom windows from certain users, add the keyword HIDDEN.
- Restart iMIS Desktop after creating the access keywords.
UD (Custom) Windows - single instance
- If a single instance window has an access keyword has been set up for that tab (other than HIDDEN), and the user has no access keywords assigned, then the tab will display but will not allow editing or inserting.
- If the HIDDEN access keyword is setup for the tab, and the user has no access keywords assigned, then the tab will not display.
UD (Custom) Windows - multi instance
- If a multi-instance window has an access keyword associated with it, only users that have the matching access keyword and a Customers authorization level of three or higher will be permitted to edit the tab; the tab will display in read-only mode for users who do not have the matching access keyword. If the tab has more than one access keyword associated with it, the user must have at least one matching access keyword for the tab to display in enter/edit mode.
- If a multi-instance window has one or more access keywords associated with it, including the HIDDEN keyword, the tab will only be visible to users who have at least one of the access keywords. The tab will not display for users who do not have one of the assigned keywords in their profile.
- If a multi-instance window does not have any access keywords associated with it, any user is permitted to view the tab. If there are customer type restrictions on the underlying table, these will be honored as usual; the tab will be disabled if the current customer type does not have permissions to access the tab.
Reports
The iMIS Desktop client allows you to assign access keywords that allow only authorized users to see or print a report. A report that is assigned an access keyword will not display in the window unless you assign the user the same keyword. Access keywords are assigned to reports on the Detail Report Parameters window.
Activity Types
iMIS Desktop allows you to assign access keywords to activity records. Only authorized users are allowed to enter, edit, and view customers’ activity records. Access keywords are assigned to activity records on the Set up activity types window.
Note: After the access keywords are assigned on the Set up activity types window, the activity will not display in a customer’s activity window unless the user has been assigned at least one of the access keywords.
iMIS Tables
-- users with access keywords
select *
from Users
where AccessKeywords != ''
-- custom windows only accessible with an access keyword
select *
from UD_WindowHeader
where ACCESS_KEYWORDS != ''
-- reports limited by access keyword
select *
from Report_Desc
where AccessKeywords != ''
-- Customer module features limited by keyword
select *
from System_Params
where ParameterName like 'Member_Control.%Keys'
-- Activity types limited by keyword
select *
from Product_Type
where ACCESS_KEYWORDS != --''--
-- known access keywords defined in the system
select *
from Gen_Tables
where TABLE_NAME = 'ACCESS_KEYWORDS'