Tip of the Week #157 – Recording Permissions
Consultant Douglas Wiley is back this week with another helpful tip.
PrintVis boasts very strong security, and that enables you to manage which users are able to see, modify, add and delete different types of records within the system.
There are standard permission sets which are used as a starting point, and then these are tweaked during initial implementation to fit your needs (NOTE: It is best practice to copy the standard permission sets, rename them to something else, and use those going forward. That way you maintain all the original permission sets as well as the custom-configured ones).
Occasionally, however, the need may arise to either make a large number of changes, or to create a permission set from scratch. This can be very time consuming. It can also involve a lot of “trial and error” testing to ensure that both the proper access has been given, and also that too much access hasn’t been given.
Today’s tip will show you how to use a tool which streamlines this process to a very large degree: The Permission Recorder.
NOTE: For this article, all screenshots are from PrintVis 2017.
Prior to using this tool, you will need to identify:
– Who will be using this permission set
-What the permission set will be named
-All information that this permission set should allow to be: Added, Deleted, Viewed, and Modified (for large changes or brand new permissions, it can help to sit with a user in a test database where they have been granted “SUPER” access, and have them walk you through what they’d like to do. They can also participate in this process themselves, which we will discuss later)
Once this information has been gathered, open your permission sets and create a new set with the appropriate name, in this case, I’ve created one called “ESTIMATOR”. Then select the new permission set and click the “Permissions” button:
Because this is a new permission set, you will notice that the list of permissions is blank. In the “Actions” tab in the ribbon, on the right hand side, you will see the “Record Permissions” group. When you are ready to proceed, click the “Start” button (it is also helpful to be logged into the Role Center of the person who will be using the new permission set). You’ll get a message asking you if you’d really like to start. If you are, click “Yes.”
Now, simply perform the required tasks for the new permission set (or sit with the user while they do it). Remember the four types of permissions: Read, Insert, Modify, and Delete. Make sure to do all of those things that they will need to do in each functional area. This can even be done while they perform some of their day-to-day work. Once you are finished, you will go back to the window shown above and click the “Stop” button. You will see this message:
As long as everything went well, say Yes, and the permissions will be imported. If you made a mistake and clicked something you shouldn’t have which isn’t to be included in the new permission set, click No and try again. This can be done in small pieces, as new permissions will be added, but old ones will not be deleted or modified.
Now we can see that the associated permissions have been added to the set:
A quick review of all the permissions which were added shows that there are a LOT of them, due to all the links between objects in the system. This will help you appreciate how time consuming this process would be if done manually, and how much more convenient it is with this tool.
As always, if you have any questions about this tool, or anything permissions related, don’t hesitate to contact us. We’re here to help!
Thank you Doug!