Manage a user's database access and restrictions

Ensure users can only access the data that is relevant to them.

• This page outlines how to manage user access and restrictions for one or more databases via the user maintenance form and the Database view of the Users page. To do this for an individual database via the Databases page, see Manage user access and restrictions for a database. For other information, see the Overview of access to data page.

• User permission: Administration > Users

When you update database restrictions for users, you override any default database restrictions that might have been applied to the database.

See this related page: Update user settings, permissions and restrictions in bulk

Watch this Phocas Academy video: Set user restrictions

You can determine a user’s database access when you initially add the user on the Databases tab on the user's maintenance form. Alternatively, you can do it later, again on the user's maintenance form or via the Database view of the Users page.

From either location, firstly review the current access and restrictions:

• If a period is selected for a database, it means the user has access to the database. If no period displays (a red outline displays on the period box), it means the user does not have access to that database.

• If the lock icon (Restrictions button) next to the period is grey, it means no restrictions have been applied to the database. If a black button displays, it means one or more restrictions have been applied.

Then you can manage the access and restrictions as required:

• Give access to the database: Select a period from the list of defined periods that have been set up for the database. This action grants the user access to the database and the period you select becomes the default period that is applied when the user opens the database. Learn more about periods, a core concept in Phocas.

• Remove access to the database: Select the blank option from the dropdown list.

• Add or update restrictions:

  1. Click the Restrictions button (lock icon) next to the period dropdown list.

  2. On the restrictions form, click the Dimensions, Streams or Measures buttons to view a list of their respective data items (entities).

  3. Set the access as required: Clear (deselect) the checkbox to restrict access to the item (remove it from the user's view) or select the checkbox to enable access to the item (the user can view it). Expand the sections below for more information and examples.

  4. Click Save to close the restrictions form.

• Change the order in which the databases display for the user: This action can only be done on the user maintenance form. Select the database row, then use the Up (promote) and Down (demote) buttons on the top left of the grid to move the database to the required position.

If you're on the user maintenance form, click Save, then click Close. Any changes you make on the Database view of the Users page are automatically saved. The next query the user performs on that database will exclude/include the items as applicable.