Advanced Security Codes

When security queries do not segment your data enough to apply advanced security, you can use security codes to limit users access. You can apply these individually to an account record or journal entry after you add the code as a system defined Security Rights field value. You can also use security codes to limit users access to specific funds, campaigns, approaches, relationships, and user-defined fields.

To apply security codes so that only authorized users view the data, make sure to add the security code as you enter the data on the account record. When a user, who is in a security group with security code permissions, enters data, eTapestry automatically defaults the security code for the data. For example, when a user is part of the volunteer security group, the selected security codes from the security group default automatically for new funds, campaigns, approaches, relationships, and user-defined fields.

Tip: You can use security codes to grant or deny account and journal information. However, we recommend you use security queries to limit this data. Use security codes only when you need to limit data funds, campaigns, approaches, relationships, and user-defined fields.

  1. From Management, click System Defined Fields. The System Defined Fields page appears.

  2. Click Security Rights. The Field: Security Rights page appears.

  3. To add a new value, enter the name and then click Add Value.

    To edit an existing value, click the security code name. Under Edit Value, update the information and click Update.

  4. To save the security code, click Save and Finish.

    Note: After you save the security code, it appears as checkbox under System Defined Fields, Security Rights where it appears throughout eTapestry. For example, if your organization has chapters, and you enter "Chapter A" in the Name field when you create the code, a Chapter A checkbox appears as you enter data for accounts, journal entries, relationships, funds, campaigns, approaches, and user-defined fields. In addition, the checkbox also appears in security groups.

  5. To save the security code, click Save and Finish.

    Like other defined field values, you cannot delete a security rights field after you save it. However, you can disable it.

After you create security codes, you individually assign the code to data on account records that need it. When you select the checkbox for the security code in a security group, users in that group can view, query, or report on the data.

Note: A user can also view, query, or report on the data when there are no assigned security codes. To prevent a user from viewing the information, make sure you select the checkbox for a different security code.

  • To assign a security code to an account, open the account record and click Defined Fields. Under System Defined Fields, click Security Rights and select the code to apply.

  • To assign a security code to a relationship, open the relationship. Under System Defined Fields, Security Rights and select the code to apply.

  • You can also assign a security code to funds, campaigns, and approaches. From Management, select Funds, Campaigns, or Approaches. On the page that appears, click the fund, campaign, or approach to apply the security code. Under System Defined Fields, click Security Rights to select the code. To save your changes, click Save and Finish.

  • To assign a security code to user-defined fields, select Management, User Defined Fields. Click the category where the field is stored and then click the field name. On Step 5 Security, under Security Rights, select the code to apply. Next, click Save and Finish.

After you create security codes, select the codes in a security group to grant access to this data for users in the group. To do this, go to Management, Security Groups. After you open the applicable security group, select the security code checkboxes under System Defined Fields, Security Rights. To save your changes, click Save and Finish. For more information about how to edit a security group, refer to Create a security group.