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Custom List Security

When creating custom lists, you will need to consider who needs to view and make changes to a custom list. This is especially important if the custom list is budget-impacting.

To manage your custom list security:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Security link in the Member Administration column.

    The Manage Security page opens.

  3. Follow a procedure below.

ClosedPage and Layout Security

To manage the security of your custom list layout and the page it is on:

  1. Click Page Access tab.

  2. Select the user class you want to which you want to apply security settings from the field at the top of the page.

    Default Security is selected by default. These are the basic security settings applied to users with the lowest level of access.

  3. Do one of the following:

    • If the custom list is on a page layout, use the Expand A small, white, square button with a plus symbol in its center. and Collapse A small white square button with a minus symbol in its center. buttons to navigate to the folder where your custom page layout is located.

      The page is organized according to the tab structure of the system. For example, if you have a custom list on a summary page attached to the Contract > Details > Summary page, you would open the Contract > Details > Summary folder.

    • If the custom list is on a form, open the Forms folder.

  4. Select the security settings you want for the user class:

    • No Access: No access to view, edit, or delete this page or form.

    • View: View only for this page or form.

    • Edit: View and edit permissions for items on this page or form, with the exception of fields that have field-level access permissions.

    • Delete: Full view, edit, and delete permissions on this page or form, with the exception of fields that have field-level access permissions.

    • Default: Page or form inherits the security setting of its parent setting.

      If the page has no parent, inherit security setting value from the Default Security user class. For example, if at the root level of the tree.

  5. Open the List Layouts folder.

    This folder contains both list layouts and custom lists.

    Important!

    If you give your user class Delete-access to a custom list, they will be able to delete records from the custom list.

  6. Use the options to select the appropriate security settings for the custom list for your selected user class.

    See step 4 above for the available options.

  7. Click Apply Changes at the bottom of the page.

    The page refreshes. Your changes are saved.

ClosedField Security

There may be certain fields in a custom list that you want to restrict to certain user classes.

Note:

While this option does exist, we do recommend that instead of doing this, you create separate custom list layouts. This will reduce the complexity of your security settings.

To apply field security in a custom list:

  1. Select the Field Security tab.

    The Field Security page opens.

  2. Select the user class you want to which you want to apply security settings from the field at the top of the page.

    Default Security is selected by default. These are the basic security settings applied to users with the lowest level of access.

  3. Open the Custom Lists folder.

  4. Open the folder of the custom list whose field security you want to manage.

    The fields on the custom list appear.

  5. Select the security settings you want for each field:

    • No Access: No access to this field.

    • View: View-only for this field.

    • Edit: Edit this field.

    • Default: Inherits the parent security setting.

  6. Click Apply Changes at the bottom of the page.

    The page refreshes. Your changes are saved.

ClosedBudget Security

Some custom lists may have budget columns. If your custom list has a budget column, you must ensure that the proper budget security is applied.

There are additional configuration settings necessary for budget custom lists. See our Budget Custom Lists article for more information.

Note:

If your user class needs to make changes to a budget line item or budget cost field, they will need at least Edit-access to the budget column.

To apply security settings to a budget column:

  1. Select the Budget Columns tab.

    The Budget Columns page opens.

  2. Select the user class you want to which you want to apply security settings from the field at the top of the page.

    Default Security is selected by default. These are the basic security settings applied to users with the lowest level of access.

  3. Select the security settings you want for the selected user class:

    • No Access: No access to this column.

    • View: View-only access for this column.

    • Edit: Edit values in this column.

    • Delete: Full view, edit, and delete permissions in this column.

    • Default: Inherit the value of the corresponding setting for the Default Security user class.

      Default is not a valid option for the Default Security user class.

  4. Click Apply Changes at the bottom of the page.

    The page refreshes. Your changes are saved.

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