Access to Items and Buttons via Profiles

You can control the access of users to items or buttons by using profiles. Profiles combine sub-sets of users, e.g. sorted for level of expertise or other criteria. Thus they protect important functions (items, buttons) within your application from execution by unauthorized users. Each user or each group can get one profile. You can assign several profiles to each menu item or each button. When the item/button is accessed, DataView checks correspondence of profiles. If they correspond, the item/button will be active and can be executed by the user. If they do not correspond, the item or the button is grayed and cannot be executed.

If a group profile has been defined, each user who is a member of this group after the DataView start (default group), will inherit this profile. However, this only happens if no individual user profile has been defined. For changing groups the same procedure is applied.

Example: The employees of the Sales department access customer- and items master data via menus. One staff member has only been working with DataView for a short period of time and is first only expected to get familiar with the items master data of endoscopes. The Sales Manager creates the profiles Profi and Newcomer. She protects all menu items pointing to another items master (which are Light Sources and Instruments) by assigning them the profile Profi. For the Sales employee these items are locked now, because his profile does not correspond with the one of the menu items. Only the Endoscopes item additionally has the Newcomer profile. This is the item he can select.

Note! Do not mix up profiles with access to records. Functions for manipulating records, such as delete, edit and create are completely protected by the access management. So you should only use user profiles only in situations in which the execution of a function may be hazardous to the entire system (e.g. backup functions, functions creating tables in the system, functions requiring much computing power, thus putting a high load on the system, etc.).

The system form Profile Data is available to create and manage all profiles. You can check, but not create the assignment of users, groups and items/buttons in the sub-lists of this form. You manipulate them in the User Data, Group Data and Item Data forms.

How to Create a Profile

  1. Create a new record in the Profile Data list. Specify the following entries:

    Field Comment Confer
    Profile Name Enter the profile name here. -
    Description Here you enter a comment to the profile. -

    After saving the profile has been completely defined.

How to Assign a Profile to a User /a Group

  1. Open the User Data form or the Group Data form and get the desired user/group into the header form.

  2. Select the profile to be assigned to the user on the Profile field.

How to Activate Profile Control for Items or Buttons

  1. Open the Item Data form and get the item /button to be protected into the header form.

  2. Activate profile control for the item by setting the field Access to p -> Profile.

  3. Change into the Profile Assignment sub-list and use the modal window to select all profiles, whose users are to have access to the item/button.