Restricting Data Searches

TBS is setup so the corporate structure is determined by a set of Main Companies. Each Main Company can then hold any number of Departments underneath it. Generically a user is tied to a department. In normal use the 'All Depts' checkbox available in searches will include all departments *of the users main company only* - thus restricting the viewed data to only that of their actual company.

Note : the main companies are typically determined by accounting reporting requirements. Only departments of the same main company can be consolidated for accounting reporting. Each department can produce its own individual accounting reports - and it is possible to consolidate all departments of the same main company. But it is not possible to combine accounting reports of departments from different main companies.

For some users, you may wish to restrict the data to which that user has access.

The way restriction of data is accomplished within TBS is in 2 places both within each Users User entry - firstly look at a Users edit screen :

There are 2 checkboxes here which govern the first phase of access

Select Department On Signin determines whether a user is presented with a list of departments under which to log in - generically the department that a user is attached to will determine the default set of data that they are presented with throughout the application, whether in bookings, accounting or wherever.

Allow Global Company choice determines whether the list shown to the user (as above at log in) includes all departments of all main companies

There are further restrictions depending upon these two settings such as :
If a user has the Global Company choice, then generic use of the 'All Depts' checkbox will include all departments of all main companies

In some areas (such as viewing the Diary of an Item) explicit control can be set to include just your company departments or all global departments, if the Allow Global choice box is tagged for that user.

The second level of restriction is if you want to explicitly disallow the user from viewing any data from any other department of the users main company other than their logged in department

This is achieved by selecting the User Preferences tab within the Users edit screen (note : this tab is only visible to administrator users)

By selecting the option : Prevent Access To All Depts checkbox - in the relevant search bars shown to the user, the 'All Depts' checkbox is removed, and all search fields referring to department choice are also removed, thus not allowing the user to view data other than of their own department.