Access to records via process status update

The Access can be changed for certain process statuses if this status is reached and has been set by the user. R (read), W (write) and D (delete) can be set as the access mode. The so-called placeholder groups (roles) can also be pro­vided with authorizations. In combination with the D, W or R key, a placeholder group whose members receive the corresponding authorizations through the relevant status can be specified.

Note: You can assign the record access for a marked status by setting the corresponding read or write and delete access for a role in the Access tab to the right. The placeholder groups can be found in the group assignment. D, W, or R without a number means that the record owner has the corresponding permission.

Example

If you change the person’s lead status to locked, eliminated, inactive or competing product in use, the access of the person is set to R0, D103, meaning that the world (World, placeholder group 0) may only read in this record status, but the account manager (placeholder group 103) may also delete or change the record. The record and the status can then only be changed by the account manager or an administrator.

Usually, you will set the access for final statuses (DON in the field Open), so that changes to such records can only be made by entitled persons (e.g. the sales director).

If the user has selected a status with the corresponding access, and CPY_ACC_PSC_ACC is y, the access key set in the process concerned is copied to the object of the process, and, if CPY_PSC_AC­C_ASS_OBJ is y, also to the activities already assigned to the object.

Both variables can be set independently of each other.

  • If CPY_ACC_PSC_ACC is y, the access of the target status in the precess definition is copied to the object.
  • If CPY_ACC_PSC_ACC is n, the access of the object will not be modified on a status change.
  • If CPY_PSC_ACC_ASS_OBJ is y, a status change causes the access of the object to be copied to the objects assigned to it.
  • If CPY_PSC_ACC_ASS_OBJ is n, the access to the assigned objects will not be modified on a status change.

Rules for access inheritance using the variable CPY_PSC_ACC_ASS_OBJ

This environment variable controls inheritance with respect to cases and contacts. It copies the access of the object to the objects associated with it (y / n).

Rule 1

If the access of a case or a contact is changed, the directly associated documents as well as the activi­ties that have the case as a main case inherit this access.

Rule 2

If an activity is assigned a different main case, the activity inherits its access.

Rule 3 (exception)

Inheritance of access when changing the access of internal contacts to the assigned activities and documents is switched off from version 5GL-20110204.

Rule 4 (exception)

From version 5GL-20110204, accesses are only inherited to the assigned activities if there is no valid PRO_GID when the access of external contacts is changed (i.e., if no case is assigned to the activity). In this case, the "For contact" field takes precedence (for appointments the field is called "Main participant", for phone calls, it is called "Talk with").

Rule 5

The access of a case is also transferred to case-specifically assigned products. This is controlled by this environment variable as well.

For the special rule with the "Global flag" of documents, see Document access.

Context

The display of a record’s state can be controlled via a template, taking its status into account. Records in the respective status are formatted by the specified template definition.