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Fast Tip Friday: Limiting Access to Records #SageACT

by bwhalen_sage ‎04-06-2012 07:23 AM - edited ‎04-06-2012 07:24 AM (948 Views)

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Limiting access to Sage ACT! records such as Contacts, Groups, Companies and/or Opportunities ensure that only authorized teams or users have access to appropriate records. This is a feature of the Sage ACT! Premium products, and is especially useful in shared or synchronized database deployments. In this tip, you’ll learn how to apply limited access permissions to one or more records.

 

Limiting Access to Records


When you limit access to records, you ensure that only authorized users are able to modify the data on that record. Furthermore, you can enforce consistent access to data regardless of whether clients access the data via a shared database, remote/subscriber database, or web client. You may configure limited access on individual records, or apply the same setting to multiple contacts.

 

For individual records:

 

1. Display the Detail view.

 

2. Click the Contact Access, Group Access, Company Access, or Opportunity Access tab.


3. In the Access Level box, select Limited Access, and then click the Select Users/Teams button.

 

 

4. In the Select Users/Teams dialog box:

 

  • On the Users tab: Select a user from the list on the left. Click the right-arrow button (>) to move the user to the Selected users/teams list.

  • To remove a user, select the user in the Selected users/teams list. Click the left-arrow (<) button.

 

By default, the Record Manager (user assigned to manage the record) and users with a Sage ACT! Administrator role appear in the Selected users/teams list. These users always have access to the record and cannot be removed.

 

 

 

  • On the Teams tab: Select a Team from the list on the left. Click the right-arrow button (>) to move the user to the Selected users/teams list.

 

 

5. Click OK.

 

For multiple records:

 

1. From the Contact List, click Tag Mode.

 

2. Select contacts.


3. Right-click, point to Edit Contact Access, and then click Add Users/Teams.

 

 

4. In the Add Users/Teams dialog box:

  • Add a user: On the Users tab, select the check box next to the user's name.

  • Add a team: Click the Teams tab. Select the check box next to the team's name.

5. Click OK.

 

6. At the message prompt, click Yes.

 

  • If you click No, the message prompt closes without changing the access.

 

 

 

After Limited Access is set up, it’s important to periodically audit your settings to ensure records are secured as intended. Logged in as a specific user, you may use Lookup > Advanced > Contact by Access to locate records that are accessible to that user.

 

Comments
by Nickel Super Contributor lkamerman
on ‎04-12-2012 11:24 AM

It's probably helpful to note that for Companies and Groups, you need to do set Limited Access one at a time.

 

We have a tool that does Limited Access for an entire lookup of Companies or Groups at once (http://www.heroaddons.com/act-software-categories/act-security).

 

Sometimes people ask about an AddOn for doing Opportunities, but interestingly enough this feature is already available within ACT! and works similar to setting the access for Contacts, via the List View.

 

Best,

Len

 

 

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