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Assign data access privileges

You can use data access privileges to specify which data specific user groups can access. Data access privileges allow you to control data access, for example, in line with the organizational structure of your company.

  • You can assign data access privileges only to user groups, not individual users.

  • You can assign data access privileges only to activated PPM user groups.

If you have the option to assign data access privileges in your PPM client, you need to ensure that you assign every user to a user group. Unlike function and process access privileges, data access privileges can be assigned to user groups exclusively.

If a user is assigned to several user groups with different data access privileges, the user can only access the intersection of all relevant data. However, as soon as a user is assigned to a user group whose data access privileges are not restricted, the user's data access privileges are unrestricted, too, regardless of the data access privileges of other user groups to which the user is assigned.

Prerequisite

The option of assigning data access privileges is configured in your PPM client. Data access dimensions have been defined and registered at the process tree. (If required, contact your system administrator.)

You have the Privilege management function privilege.

Procedure. Procedure

  1. Open PPM privilege management.

  2. Display the User groups tab.

  3. Select an activated PPM user group that you want to assign data access privileges to.

  4. Display the Base tab bar.

  5. Click Edit user group Edit user group.

  6. Display the Data access privileges tab.

  7. Enable the relevant option button to set the privileges required. Your settings indicate the following:

    • All: The user group has no restrictions in terms of data access and can access all process instances in accordance with its process access privileges.

    • None: The user group cannot access any process instances.

    • Restriction to the following data: The user group can access only those process instances that correspond to the settings in the table and to the user group's process access privileges. If you select this option, click Set and set the data access privileges for the available dimensions. The procedure is the same as for setting a filter.

  8. Click OK.

Your settings are saved in the PPM database.