[VA] How to Implement Job Data Security

Data Security is an additional level of security within Viewpoint that builds security at the database level, thus prohibiting unauthorized access to data. In addition to restricting data within Viewpoint, Data Security will also recognize that restriction within 3rdparty tools as well (e.g., Microsoft Access, Excel), meaning that Viewpoint data may still be accessed through these applications provided that the Data Security within Viewpoint has been correctly configured. The Data Security feature is entirely optional.

Securing Jobs: Setup Default Security Group

To restrict Job cost data within Viewpoint, you must first setup a group of Users who will have access to all jobs within the system. It will be these users who will then grant access to existing jobs within the system as well as any new Jobs that are added.

1. Locate the Viewpoint Administration module's Programs folder. Open the VA Security Groups program.

2. The VA Security Groups screen appears. Click the New Record icon.

3. Enter an unused number within the Security Group (Tip: It is helpful to keep your data type security groups together within the same numbering sequence.)

4. Enter the Name of the new Security Group (Tip: It is helpful to include the type of group in the title )

   

5. Select a Group Type from the drop-down menu. Each Group Type listed represents a way to limit access to data, i.e., Report Security Groups control access to Reports/Work Center Templates/Inquiries, Program Security Groups control access to Forms, etc. If users need a larger range of access, add them to multiple groups. For this example, we will be using 0-Data Group Type. Other available group types include:

   • 0-Data

   • 1-Program

   • 2-Reports

   • 3-Attachment Type

6. Enter a description for the Security Group. Click the Save icon.

7. Click the Users tab. Click the Add Multiple Users button. The VA Add Users to Group screen appears.

   

8. Click the names of the Viewpoint User Logins to add to the Security Group. Multiple users may be selected as a group by holding down the Shift key while clicking; individual users may be selected by holding the Ctrl key while clicking. Click Apply.

9. The selected User Logins won't be displayed on the form until you close the window. You are able to add more or click OK to return to the VA Security Group screen. The Security Group has now been created and populated correctly.

Note: Users may also be added to a Security Group from the Users tab. Clicking an open row allows you to specify an individual Viewpoint user.

Securing Jobs: Secure bJob Datatype

To restrict Job numbers within the system you will need to restrict the bJob datatype. That will enable only allowed users to view information on Jobs.

1. Locate the Viewpoint Administration module's Programs folder. Open the VA Data Security Setup form.

   The VA Data Security Setup form appears. Click F4 for the Lookup feature to display.

   

2. Select the bJob Datatype option. This will secure all Job numbers within the system including all companies.

3. Check the Checkbox to Secure Datatype.

4. Within the Default Security Group field, enter the Default Job Security Group created in the previous section. This will then save that record to the Job Master. It is recommended that you hide that field on the Job Master/Project Master form if you don't want users changing the security group for that job after the setup is completed.

5. Click Save. A message displays asking if we wish to add this Group to all Jobs within the system. Click Yes. This will assign the Default Security Group access in VA Data Security Access. It will also assign the Default Security on the Job Master and PM Project forms.

   

   1. Securing Jobs: Select Tables to Restrict Job Data

      After securing a datatype, you must determine which tables the security applies to. The Secure Tables tab displays all tables that contain some form of Job data. While it indicates Tables, it is really the Views that are secured. Tables generally start with b (ex: bJCCD). Public users only have access to Views in the software.

      1. Within the same VA Data Security Setup form, select the Secure Tables Tab.

      2. This tab will display all tables within the system that hold an instance of Job data within them.

         

      3. Viewpoint will default some boxes as checked. You are able to uncheck those In Use checkboxes and check the ones you wish to restrict that Viewpoint did not default as secure. It is highly recommended that you begin with the defaulted tables until you have a complete understanding of how data security works within Viewpoint.

      4. Once the selections have been made and you are ready to fully turn on the Data Security, click the Regenerate Views button. (*Once you regenerate views, only the users in the default group you selected will have access to any jobs in any form or report on the system. You can complete steps 4 & 5, starting on page 8, prior to regenerating views if you want to avoid locking anyone out of accessing job data.)

      5. The VA View Generator will display. Once you have secured a datatype, you will need to refresh views within the system for the security to be set. In this form select the views you wish to refresh. In the left you see all views you are able to refresh and the right will show a box of the selections you make from the left.

         

      6. To select tables, you can use the Add button to bring views into the Views to Generate box. Multiple may be selected as a group by holding down the Shift key while clicking; individual tables may be selected by holding the Ctrl key while clicking. You are also able to bring over all tables by selecting the All button. In most cases, you will select the All box to regenerate all views.

      7. Remove any tables in the Views to Generate box by selecting either the remove for a table or a group of tables, or the None button which will remove all.

      8. After selections have been made click Regenerate Views.

      9. Click Close on the VA View Generator form and the VA Data Security Setup.

         Note: When you select the Regenerate Views box from the VA Data Security Setup form, you are only regenerating views relating to the selected Datatype in that form. To regenerate all views in your database, use the VA View Generator form found in the Viewpoint Administration module.

         Next, you will need to setup security groups for the users who need to access only certain jobs:

      10. Securing Jobs: Create a Security Group to View Jobs
          To create groups to grant access to certain Jobs, repeat the steps displayed in the Setup Default Security Group section. Groups can be created by Job name, Project Manager or Region for example. Choose your setup carefully to minimize time spent maintaining data security and to make it clear what each group has access to. For example, if you have fewer jobs than the people who need access to them, it makes sense to group by job and have many users assigned to each group. In the example below, I have chosen to create the groups by the job and have labeled it with the name of the job.

      11. Securing Jobs: Grant Access to Jobs

Use the VA Data Security Access form to grant which Security Groups will have access to each Job within the system.

1. Locate the Viewpoint Administration module's Programs folder. Open the VA Data Security Access program.

   The VA Data Security Access screen appears.

   

2. In the Datatype field, use an F4 lookup to select bJob to bring in all Job numbers. Only the datatypes you have selected to secure will display in the lookup.

3. Enter a Security Group that you created to assign access to a job or group of jobs.

4. Enter Company (optional). When you secure jobs, this is company wide. Use this field to display jobs by a specific company.

5. Click Refresh.

6. Check Allow Access on Jobs to give security. You can initialize to mark all Jobs in the grid as full access.

7. Click Apply.

Securing Jobs: Assigning a Secondary Security Group in JC Job Master or PM Projects (Optional)

9. Once you secure bJob, a field appears in JC Job Master and PM Projects with the default security group you assigned in VA Data Security Setup. You can change this and assign an additional group. Depending on your process of setting up new jobs, the user who sets up a new job can change this before saving the record. Reminder, if they are not in the default security group assigned in VA Data Security Setup, once they save the record, they will not have access to it.

When changing the security group on this form, the Data Security Access form is updated. The Default Security group and the Secondary Security Group will both have access. If you do not want the Default Security group to have access, you must use the Data Security Access form to remove it.