[VA] Determine User Access to a Report or Form

The VA Report Security By User (or by Title) and VA Form Security By User (or by Form) reports are great to use to find conflicting Security settings. They can be found in the Viewpoint Administration module, under Reports.

These reports can help find all of the security for a user when troubleshooting why a user can/can't access a form.

Security can be set at the User/Individual or Group level for Reports and Forms.
 

• When preparing to run the VA reports mentioned above, use the following settings:
  • 1. Leave the Beginning and Ending Company blank
    • Leaving the Company blank allows you to see all settings whether by individual Companies or Global. The Global setting is also known as the "All Companies" setting.
  • 2. Use F4 to select the User or Security Group
    • Selecting an individual user allows you to see all settings for the User and that User's Security Groups related to the form or report
  • 3. Use F4 to select the specific Report or Form.
    • Selecting just one Report or Form narrows the focus. The reports can be run by Module or left blank to select all.

The reports display all of the methods whereby the User or Group has security set for a particular Form or Report. With Form Security, you may see a security setting of "Denied." This setting can only be applied to a user, not a group.

If a Form/Report does not show up on one of these VA reports for a particular User or Group, this means no security has been applied for that Form/Report and User/Group combination. In other words, the User or Group should not have access to the Form or Report in question.

The security hierarchy is as follows:

• This means that any settings on the User & Company level will override any Global or Group Security settings.
• A setting of None means the user/group is neither granted nor denied; there is no security set at that level. The system will then look to the next level down for any security settings. If every level is at None, then no access is granted.

REPORT Security Example:

• User, keng, needs to run the AP Invoices by Job report in several companies.
• He can run the report in Company 28 but not in Company 1. He is a member of a Security Group that has access to the report.

 Error keng receives when running the report in Company 1:

VA Report Security by User parameters (36 is the report ID for the AP Invoices by Job report):

Results:

• The Individual Security for All Companies, Denied, overrules the Security Group settings for "2 All Reports," "4 PM Reports," and "AP Level 1."
• The Individual Security for All Companies, Denied, also overrules the Security Group, "2 All Reports," for Companies 1 and 17.
• The Individual Security Access for Company 28 allows him to run the report for Company 28.

FORM Security Example:

User, keng, has access to VA Form Security but should not. How is he getting the access?

This report shows that there are two ways user keng has access to VA Form Security.

• Security Group, 5000 VP Forms, may need to have the VA Form Security form access removed from the Group. Its name, "VP Forms," indicates that it is intended to give access to VP module forms, not VA. This could be intended or not, but should be reviewed.
• The User-level access by way of Company 57 would allow the User to open VA Form Security in that company.
• (Note: The "Denied" setting in Form security can only be applied to a User, not a Group.)