Specifying User Role Entity Access

When you specify entity access for a user role, you determine access rights for the role to an entity or group of entities. An entity is typically a building, single location, or property that represents the lowest accounting level in MRI. Because MRI provides a hierarchical structure to group related entities, you have the option to specify access rights for a group of entities associated with an entity, account basis types, project, asset manager, portfolio, client, site, entity type, or country.

Note

You can specify entity access by asset manager, portfolio, or client only if you have ViewPoint.

Understanding Table Hierarchy and Entity Access

If you set access rights to entities for a user role based on a level higher than the Entities table (ENTITY), for example the Portfolio table (PORT), the users assigned to that role can access all projects and entities associated with the portfolio. If you set access rights for a user role at the Projects table (PROJ) level, the users assigned to that role can access all projects and the entities associated with each project. The lowest level of the hierarchical structure is ENTITY. At this level, you grant the user role access rights to individual or groups of entities.

Note

You must have Modify Roles permissions to specify entity access for a user role. Refer to Adding and Maintaining Users and Access Rights for more information.

To specify entity access for a user role, follow these steps:

1. Go to Roles.

2. In the Database field, select the database that contains the role for which you want to specify entity access.

Note

If you only have access to one database, it is selected by default.

3. In the left panel, select the role for which you want to specify entity access.

4. In the right panel, click Entities.

5. Clear the Global Access check box.

6. In the Assign by field, select the level of entity access.

7. To filter or sort the entities by current access level, entity ID, or description, use the filter fields in the header row of the grid. For example, to see entity descriptions containing the word "cafe", enter cafe in the Description filter field.

8. Use the information in the following list to continue.

Note

The following list describes specifying entity access at the entity level. However, you can also specify entity access at the other levels documented above.

Role Access Option	Action
Full access to all entities	In the header row, select the FULL check box. The access type for all entities in the grid will be set to FULL.
View-only access to all entities	In the header row, select the VIEW check box. The access type for all entities in the grid will be set to VIEW.
No access to all entities	In the header row, select the NOACCESS check box. The access type for all entities in the grid will be set to NOACCESS.
Full access to selected entities	Select the check box in the FULL column for each entity to which you want the role to have full access.
View-only access to selected entities	Select the check box in the VIEW column for each entity to which you want the role to have view-only access.
No access to selected entities	Select the check box in the NOACCESS column for each entity to which you want the role to have no access.

9. Click Save.