Sharing Settings

Sharing Settings are specific to the right to see, and use documents in each Module by defining in the Sharing Settings are defined in the specific Module format.

How to create Sharing Settings

• Go to Main Menu > Access Control > Sharing Settings > Click Sharing Settings button.

• When you click New  Sharing Setting button the system will appear for field to create Sharing Setting.

• Enter details the form

• Model : Select the page you want to configure (the menu name in the system).

• The Sharing Settings menu is similar to the profile view. There is also a list of Models, but instead of access operations there is a default access column and a Grant Access column. You can choose among three different access types:
• Public Read/Write - default type, all users can read/write all of the records of corresponding type (model)
• Public Read Only - users can read all of the records of corresponding type, but they can modify only records they own.
• Private - users can see and modify only their own records
• Custom : To put Condition for the access to information such as want to see only the number with the letters HTC as follows [[“number”,”=ilike”,”HTC” ]] , etc.

In the example where we have a  sales team and team leader,  each sales representative has to see his own sales orders therefor the private access type should be selected for the Sales Order model. If the Grant Access Using Hierarchies field is marked, all of the users which are higher in the hierarchy than the user will have also access to the sales representative records  for that model. Since the sales manager is higher in hierarchy than the Sales Representative, the Sales Manager will have access to the sales representatives  orders when the Hierarchies box is ticked.

• Filter Expression:  To configure this filter data showing the document.

• As defined in the format Field Code, for example, must be an employee of the company only to see the document is [["employee_id.user_id.id","=",user_id]]

• Filter Type : Select type of Filter is able to do what it does for screening rights in the Filter Expression by 2 Type available.

• Read/Write : Access to documents and can create documents
• Write Only : Create documents only
• Do not select : Can do it all.

• Apply to Profile : There are 2.

• Include List : Use a specific Profile that is defined.
• Exclude List : Use all  Profile except the Profile defined.

• Exclude Profiles : Add a Profile to setting.

• Description : Additional details for Sharing Settings that create.

• When you enter information successfully. Click Save Button to save and finish creating.

For example to set the Sharing Settings can be set in 4 methods

1. Set the condition in the Quotation by using the general field such as Contact, Currency,  Tax Type.

Can view the code name of the field in the document page at Field Code in the Export page.

For example.

Model: Quotation

Default Access: Custom Filter

Filter Expression: [["name of Field Code","condition","data that want to show"]]

For example: [["currency_id.code","=","USD"]]

2. Setting to see the Quotation only the user who logged in.

Model: Quotation

Default Access: Custom Filter

Filter Expression:  [["name of Field Code","condition","data that want to show"]]

For example: [["user_id.id","=",user_id]]

user_id.id is defining the field which wants to set conditions from the document.

Can view the code name of the field in the document page at Field Code in the Export page.

** For example. Using the field: Owner to check the condition **

user_id (in the back part.) is the condition that wants to check with the user who login into the system.

3. Setting to see the Quotation by Number Sequence.

Model: Quotation

Default Access: Custom Filter

Filter Expression:  [["name of Field Code","condition","data that want to show"]]

For example: [["sequence_id.name","=","Units – Quotations"]]

      Specify the name of the Sequence to display the data, for example "Units – Quotations" sequence.

      The Sequence name can be found in the Other Info tab and use the Number Sequence field name. And click the arrow to get the field "Name" of the sequence to specify on Sharing Setting.

Example of screen display after setting

4. Setting to see by the parent category of products.

Model: Product

Default Access: Custom Filter

Filter Expression:  [["name of Field Code","condition","data that want to show"]]

For example:  [["categ_id","child_of","Service"]]

setup to display only service the parent category of products

Example of screen display after setting

If creating a document such as a quotation, the product can be selected at Product Category = Service only, the system will display a screen as shown below.

Or if a document such as a quotation is opened that is not Product Category = Service.