Record group rights

Access rights > Record group rights

Whenever a new record is created (on a form or via import), it is assigned to a record group of a table. This is, tables contain records organized into groups of them.

Tables can share the same record group, whilst a single record can be assigned to one group only. In the example below (see image) there are three record groups, one for each subcontractor, but also grouping records from other tables. In this case, if proper record group rights are granted per subcontractor role and table, this setup implies that the subcontractors would be able to only see their own information, even if they access the same form or report. In other words, the creation of record groups allows you to split the data of a table for security reasons and for a better organization of such data.

RecordGroups

The rights to records are assigned via record groups. In other words, to be able to see, create, edit or delete records, access rights must be granted to record groups, in combination with tables and roles.

To assign access rights to a record group, open the Manage record groups form, located in the Rights folder, under Administration in the navigation menu.

Select a Table, and tick the proper rights for each Role and Record group. Filters and sorting may be applied to these columns to ease this setup.

Multi-level sorting: You can sort more than one column, keeping a specific order, e.g. sort by column "A", then by column "B", and so on.

For that, after sorting the first column, hit and hold Shift on your keyboard, and then click on the second column you wish to sort (one click for ascending, two clicks for descending), and then the third column, etc.

Note that the order will be indicated by a number together with the sorting arrow icon.

Select. The record can be seen in application forms and reports.
Update. The record name and value of fields can be changed via application forms and imports. A new revision of the record can be created.
Insert. Allows a new record to be created via application forms and imports, or an existing record to be added to the group too.
Delete. The record can be deleted via application forms and imports.

Multiple selection: You may select multiple lines with Ctrl+click or Shift, and then use the Edit selected button to assign all rights or specific ones in bulk.

The roles ADMIN and USER, predefined in the application, are automatically granted to all rights for the STANDARD record group, for new tables.

To create a new Record group, click on the +Create new group button. The creation of record groups allows you to split the data of a table for security reasons and for a better organization of such data; a practical case here For instance, a couple of customers need read-only access to the orders in your IS Tools application, and you do not want them to see each other's orders. In this case, you will create a new record group called CUSTOMER A, and another called CUSTOMER B (besides creating two new roles). Then you will grant the S right in the Record group rights form to the table Order and the record group CUSTOMER A for the role CUSTOMER A. In the same way, S right to Order and the record group CUSTOMER B for the role CUSTOMER B. If orders belonging to these customers already exist, you will have to move them to the correct new group (see how to re-assign existing records in the Record groups form). Also, for new orders entered in the system, you will have to create two rules stating that if a new order's customer is equal to CUSTOMER A, set access rights on the CUSTOMER A record group, and another rule for the other customer's record group. And, of course, the fields and forms for these two new roles have to be set as S too.

The STANDARD record group is predefined in all applications. If no other group has been created, new records are automatically assigned to this group for each table.

Every time a record group or a table is created, proper access rights must be granted to Roles.

If more groups and tables are created, you can optionally specify the Default record group where the records of a table will be stored. Otherwise, the users creating or editing records will have to choose the record group in the form (a drop-down is displayed on application forms and when uploading an import file).

Other functions: You can rename or delete the selected Record group, export all data of the selected Table, and select multiple rows to edit rights at once.

Online users will be able to see changes on Record group rights immediately after reloading the respective form.

Online users will see/stop seeing data on tables with newly modified S right only after reloading the respective form, whilst changes on U, I, D rights take effect immediately upon attempting to save or delete the record.