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Restriction Group by VENDOR


Michaelh
Semi-Pro III
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How do I apply a restriction to a user such that they can only see documents for ONE VENDOR, not a Vendor Class, just one vendor in particular.

I set up a restriction group

Type = A

Entity = VENDOR (AP.Vendor)

Included in the entity list is our ONE Vendor and the included box is checked only for this Vendor.

 

I set the user to having membership in this restrcition group, but they still see everything. I have looked at the documentation and I’m lost on how this is supposed to work, the A vs B groups and the inversals are confusing me. I just need this user to only see thier purchase orders and no one else’s.

Best answer by ed.goodman

Michaelh,

I don’t think this is in the documentation, but in order for vendor restriction groups to work, there does have to be an all-access group, or what we commonly refer to as an admin group, that includes all vendors.  Configure this group and add your other users to this group.  At that point, the group that is just for the one user should function properly.  Both groups can be type A.

Ed

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3 replies

meganfriesen37
Captain II
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I’d check out Usage Example 2 in the link here: https://help.acumatica.com/(W(5))/Help?ScreenId=ShowWiki&pageid=a72c11e3-e181-4412-a462-ce333721a1e9

Items that are not in any groups are visible to all users, so the other vendors also need to be added to groups as well.
 

Problem statement: Suppose that as a system administrator, you have to configure the visibility of accounts to the appropriate users considering the following:

  • There are four accountants: User C, User D, User Y, and User Z.
  • There are six accounts in the General Ledger module: Account 1, Account 2, Account 3, Account 4, Account 5, and Account 6.
  • User Y works with only one sensitive account, Account 1; User Y is not allowed to see the following accounts: Account 2, Account 3, Account 4, Account 5, and Account 6.
  • The other accountants work with all accounts except Account 1.
  • Only accountants have access to the Finance suite. (Thus, there is no need to hide accounts from other system users.)

Solution: To address the problem of Usage Example 2, you can create two restriction groups—Group 1 of type A or B, and Group 2 of type A Inverse or B Inverse. (If you select type A for Group 1, you should select type A Inverse for Group 2. If you select type B for Group 1, you should select type B Inverse for Group 2.) These groups are defined as follows:

  • Group 1: In this group, you include User Y and Account 1. (Other users will not see Account 1.)
  • Group 2: In this group, you include User Y and Accounts 2 to 6. (User Y will not see these accounts.)

The following diagram illustrates the proposed solution.

Example of combined use of groups with direct and inverse restrictionExample of combined use of groups with direct and inverse restriction

Michaelh
Semi-Pro III
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  • Author
  • Semi-Pro III
  • 187 replies
  • August 8, 2024

THANK YOU! That is close, but then everyone else would lose visibility right? Or do I just say that all my OTHER users are in BOTH groups? Everyone at my company should see EVERYTHING, except for ONE user who should see ONE VENDOR ONLY. I saw that article you linked and it didn’t quite cover my case as it shows everyone only seeing PART of the system. I need all my users (except one) to see everything and that one user to only see the single vendor.


ed.goodman
Acumatica Employee
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  • Acumatica Employee
  • 122 replies
  • Answer
  • August 12, 2024

Michaelh,

I don’t think this is in the documentation, but in order for vendor restriction groups to work, there does have to be an all-access group, or what we commonly refer to as an admin group, that includes all vendors.  Configure this group and add your other users to this group.  At that point, the group that is just for the one user should function properly.  Both groups can be type A.

Ed


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