Deltek Vantagepoint Security Series: Roles Access Rights Tab - Learning Video

Welcome to Deltek Vantagepoint Security Series: Roles Access Rights Tab.

My name is Marlaina Mandeville and I will be your Instructor.

This learning video is part of the Deltek Vantagepoint Security Series, and will walk you through the options on the Access Rights tab of the Role Security Settings.

Deltek Vantagepoint Security Series is intended for people who manage security access or act as system administrators in their respective organizations.

On the Access Rights tab, you can restrict a roles access to things such as:

• Application Tabs
• Companies
• Data Export Definitions
• Data Packs
• Reports (Standard and Favorite)
• Saved Options
• Saved Searches
• Users

This is a screenshot of the Access Rights tab in Role Security.

To select the area that you want to configure, click the down arrow in the Functional Area field. And this will display a dropdown list of the areas that you can configure the role security for.

The area that you select will determine the next set of fields that you see on the screen. For example, if you selected Saved Searches, like the example on this screenshot, you'll see a list of saved searches that are already assigned to this role.

To give the role access to additional searches, you can click the Add/Remove option at the bottom of the grid to see a complete list of available searches, and then select the search that you want to assign to the role.

If you select Functional Area of Application Tabs, you'll see a list of applications and tabs that are already assigned to this role. And then to give the role access to additional Application Tabs, click the Add/Remove option at the bottom of the grid to see a complete list of Application Tabs. And then you can select the ones that you want to assign to this role.

In this demonstration, I will configure Access Rights for a role. I'll be setting up Access Rights for the DEFAULT2 role. So let's go to the Access Rights tab. You can see that we have a Functional Area dropdown here. And we can scroll down to see the different Functional Areas that we can configure. So let's start out with Application Tabs.

Application Tabs

1. This role has Full Access to all Application Tabs. So we can scroll down the list here and see all of the Areas, Applications and Tabs that this role has access to, which is everything. Now, if you wanted to restrict access, let's say you want the role to have access to all the tabs except for the Contacts > Association, you can restrict that access by de-selecting Full Access to All Application Tabs.
2. And then you can click on Add/Remove below the grid. And that will show you the Application Tabs that are available. That's all the tabs here on the left. And the Application Tabs that are listed on the right, are the ones that this role has access to. So you can give this role access to Application Tabs one at a time. So if you want them to be able to see Employees > Employment Details, you can click on that. Employees > Experience, you can click on that.
3. It may be easier to add all of them, and then remove them selectively one by one. So you can click on Add All. That will move all the tabs to the right. And then if you didn't want this role to have access to a specific tab in an application, you can remove that one tab. So let's say you don't want them to see the Employees > Human Resources tab, you can click the X there, and that will remove it. And then this role would see all of these tabs, and they would not see the Human Resources tab in the Employees Hub. Let me cancel out of there and give this role Full Access to All Application Tabs.

4. This little info bubble gives you more information about the fields, and that pops up in various places throughout Vantagepoint. So when you see the i bubble, that gives you more information about a field and you can just hover over it. If you click here to get more information that will take you to online help.

Companies

Let's look at the next Functional Areas. Companies is the next one. So if you're in a Multicompany environment, you can selectively give a role access to data within certain companies. So this one has Full Access to All Companies. If you de-select that, you can choose which company you want this role to have access to.

Now, I don't have any Data Export Definitions, so there won't be anything on my list. So I'm going to skip that one, as well as Data Packs.

Favorite Reports, Saved Options and Saved Searches

The next one I want to show you is the Favorite Reports here. So in Favorite Reports, if someone had created a Favorite Report, and didn't give a role access to it initially, you could manually give that role access to the saved Favorite Report this way.

1. So right now, this role has access to all of these Favorite Reports. They were given access to these reports at some point. If you need to add another report, we can Add/Remove. And it doesn't look like there's any more reports right now that they would need access to. Right now they have access to everything. If there were any additional Favorite Reports here on the left, you could assign those to the roles so they have access to it.
2. Same goes for Saved Options and Saved Searches. So if we wanted to give this role access to any Saved Options that someone saved, or Saved Searches that someone saved, you could do that.
3. Now, what I want to show you here is, I'm going to come back up the list and go back up to Reports. With the Reports Functional Area, you can give a role access to any of the Standard Reports in Deltek Vantagepoint. And then you can even take that a step further and you can restrict certain columns on that report from the role.
4. I'll demonstrate this with the role that I'm logged into, which is DEFAULT2. So on the reports list. Right now I have Full access to all reports. If I de-select that, I won't have access to any reports. So if you de-select that on a role, you would have to give them access to reports either one at a time, or you can add them all to the right and then remove them one at a time. So if you wanted to give them access to just the Account Analysis, or just the AR Ledger.
5. And you can also choose by Report Type here. So if you wanted to give an AP role access to the Accounts Payable Reports, you could choose Accounts Payable here, and that would list only the Accounts Payable Reports. And then you could add them all to the right.
6. So let's go back to all Report Types here. Now what I'm going to do here, let's remove them all. So for this example, my demonstration, I'm going to choose an Employee Report. So let me come down to the Employee Report Type. And I'm going to give myself access to just the Employee List. So now I have access to just one report. And that's the Employee List. Let me save that. And you can see now reports for this role, it only shows me that one report.
7. Now, if I come over here to the right where it says All Columns, right now I have access to all columns on that report. So I will de-select that. And then choose Set Column Access to define the columns on this report that the role can have access to.
8. So right now, because I de-selected the columns, I don't have access to any columns, I can choose the columns one by one and add them to the right, or I can Add All of the columns, and then remove the ones that I don't want this role to see. So let's remove the Pay Rate column. I'll scroll down here and find Pay Rate. There's Pay Rate, I'm going to remove that. Now this role will not have access to see the Pay Rate column on this report. So let's save that. And then changes don't take effect until we log out and log back in again.
9. So I'm going to Log Out. And when I log back in as Admin, I'm assigned to DEFAULT2 roles. So when I log in, and then I go to My Stuff > Reporting, the only report I have access to now is the Employee List report. I have no other reports on my Report list.

10. So let's try to run the Employee List and go into our Employee List Options where we can see our Columns. If I go to the Columns, and I Manage Columns to see which Columns I want to add to my report. If I click on the right side to see the Columns I do have access to, I don't see Pay Rate there.

    If I click on the left, and I look for Pay Rate here, we'll see that I do not have the Pay Rate Column available to me. I can't even select it on this report. There's no Pay Rate here. Let's go to the bottom just to make sure there is no Pay Rate Column on this report. So that's how you can not only restrict a Report from a role, but you can also restrict specific Columns on the Report from a role.

And that concludes the demonstration of the Access Rights tab in Role Security.

Thank you for attending this course.

For feedback or comments, please contact us at DeltekUniversity@dlz.deltek.com

And please check the Deltek Learning Zone for additional courses.