User Access Control

Created by Martin Parkinson, Modified on Mon, 20 Oct at 1:29 PM by Graeme Orchard

From Version 1.00.18.253 or later, a new User Access Control feature has been added. User Access Control (referred to as UAC) allows access to certain features to be restricted to a specific List of UserID's. UAC's can be used in place of a parameter or priority restriction.

Contents (Click an Item to Jump to that section)

TABLE OF CONTENTS

Overview
Setup
Controlling field Visibility via UAC
Restricting User Access (UAC)
- Specific UAC Features
Appendix 1
- i) Control Access to [Pay Types] button on candidate
- ii) Easier Additions/Selection
Appendix 2
- List of hard-coded UAC codes to control various system activities.

Overview

User Access Control (UAC) can be used to control the following features.

Feature	Example
Access to Tabs within records.	e.g. You could restrict access to the 'Rates' tab of a client to a certain list of users.
Access to any on-screen fields.	e.g. You could restrict access to the 'Age' field of candidate record to a specific list of users
Access to any features currently controlled with a Password.	e.g. Currently the ability to "Print" a grid is controlled by a password. UAC allows you to use a specified list of users instead of a blanket password.
Access to any features currently controlled with a Priority level held as a parameter.	e.g. Currently the ability to override the warning if a student exceeds the 20Hrs per week limit is controlled with a parameter holding a Priority Level. It is possible to use a UAC list to specify particular UserID's irrespective of their priority.
Access to Specific Features or Abilities	For items which are not covered by any of the above, there certain 'Bespoke' controls which have been programmed into the system. These specific codes give access to a particular feature. Examples include Edit Other Peoples' Bookings or Access to Cut and Paste on the Planner.

NOTE: If you wish to use a UAC list to control access to specific fields, Tabs or to be used in place of a feature requiring a password or priority level, please contact our support team, as we will need to create/define a new UAC list linked to the relevant parameter set.

From Version 1.00.22.056 or later, it is possible to control Mandatory Fields on a database-by-database basis.
i.e.

System	Field	Control?
Database 0001 - Industrial	Mobile No.	Not Mandatory
Database 0002 - Commercial	Mobile No.	Mandatory

From Version 1.00.24.175 or later, it is possible to set Fields so that thye are only fillable when <blank>, or Mandatory when <Blank>.

Setup

Within Maintenance > Setup > there are two new options.

Maintenance > Setup > User Access Control
Maintenance > Setup > UAC Definitions

NOTE: UAC Definitions is generally recommended for Influence use ONLY - please do not use this option unless you are 100% confident. It relates to the actual system areas which can be restricted and is not designed for general use and is designed to be used by Influence staff to configure the options you will need.

Controlling field Visibility via UAC

It is possible to control the visibility of any on-screen field within influence based on user Priority Level. However, sometimes you may have lower-level users that you still wish to have access to a particular field, and in this case UAC allows you to specify a list of specific USERS who will be able to access a field.

STEP 1: Contact Influence to add a new UAC for you, linked to the field you wish to Control

STEP 2:

Go to Maintenance > Setup > User Access Control

Click the drop-down and select the relevant Access Control Code

Add the relevant UserID's to the list of specified users and select the relevant level of Access they should have.

Access options are:

No Access	The user cannot access the field, and it is hidden from screen.
Full Access	The user can always access & edit the field
Read Only	The field is visible, but cannot be edited by the user
Only Blank	The field is visible, but can only be edited when it is <blank>. It then becomes 'view only' so can be seen but not amended.
Mandatory+Only Blank	The field is Mandatory, but can only be filled whilst it is <blank>. It then becomes 'view only' so can be seen but not edited.
Mandatory	The field must be completed and cannot be left <blank>

Restricting User Access (UAC)

Within the User Access Control option, you can select which feature/facility you wish to restrict.

Use the drop-down to select the system area, then setup the relevant user (or Office) and indicate if they have Full Access, Read Only, or No Access to the feature.

An example screenshot showing the sort of things that can be restricted is shown below:

i) Items such as Candidate Work Phone Field Access link to a field within the database and will use the list to control access to that field.

ii) Items such as Client journals Tab link to a parameter and are used to control access to that tab within a record in preference the the parameter they replace.

iii) Finally, some items such as Planner Cut/Paste are specific to UAC. These items have been specifically programmed and are the only way to provide restricted access to these features.

In the case of (i) and (ii) it is possible to easily add more of these items by simply creating a new definition (provided the field exists or the access to the Tab is already controlled with a parameter). Please contact our support team if you need help adding a new definition.

If a feature you wish to control is not a Field or an item such as a Tab, access to which is already controlled with a parameter, then it would require a new item like (iii) and this requires programming and development and cannot be simply added by users.

Specific UAC Features

i.e. those which have been hard-coded and cannot be achieved in other ways.

Edit Other Peoples' Bookings:

No Access - the user will not be able to open any bookings that they did not create.
Full Access - the user can open/edit any bookings.
Read Only - the user can open other peoples' bookings, but is not able to save any changes.

Export to Excel from Grids

Used to control whether user can export to Excel From Grids (or not).

Director Financials

- currently not implemented - for future development

Manager Financials

- currently not implemented - for future development

Macro Manager

No Access - the user will not be able to open the macro manager to send bulk emails.
Full Access - the user can open and use the macro manager.

Planner Cut/Paste

No Access - the user will not see the [Select] [Copy] or [Paste] options below the planner.
Full Access - the user has access to [Select], [Copy] and [Paste] on the planner.
(See below)

Rate Time Definitions (applicable after v1.00.19.007)

Allows users into the [Rate Times] feature from the [Rates] tab of a client record. From here they will be able to setup specific times that certain rates will apply for that client, e.g.
BASIC: 09:00-18:00 (Mon-Fri)
O/Time: 18:00-09:00 (Mon-Fri)
W/End : 06:00-20:00 (Sat+Sun)
W/End OTime: 20:00-06:00 (Sat+Sun)

Booking Summary Field Control (applicable after v1.00.20.020)

Adding a control called BOOKSUM will allow the control over which users can see certain margin & financial fields at the bottom of the [Summary] view of bookings.

Parameter set BOOKSUM, Flags(1-13) and Text(1) are also related.

Example above shows a restricted set of fields below the Summary view.

Open Candidate Record on [Compliance] tab by default (Applicable after v1.00.22.295)

Adding a control called CANDCMPLTAB will allow the control over which users open the candidates record directly on the [Compliance] tab.

IMPORTANT: As at v1.00.22.295 - if you are using COGNITO Forms to upload Candidate or Availability you cannot activate this feature.
The feature is incompatible with Cognito Forms (May be fixed in a future release)

Open Company Record on [Compliance] tab by default (Applicable after v1.00.22.295)

Adding a control called CLICMPLTAB will allow the control over which users open the candidates record directly on the [Compliance] tab.

Other facilities may be added to User Access Control in the future.

Appendix 1

Additions or changes to the feature are listed below.

i) Control Access to [Pay Types] button on candidate

From version 1.00.25.262 or later, it is possible to link a UAC to the Pay Type field of a candidate record ( ENID_PAY_TYPE )

This can then be used to control which users are able to click/edit the [Pay Types] button on the Controls tab of a candidate (If multiple pay types have been enabled.)

ii) Easier Additions/Selection

From version 1.00.25.268 or later, there are several buttons added at the bottom left to help with the selection of particular items to be used in place of priority levels, Field control or deletion of certain objects throughout the system. (See below)

Appendix 2

List of hard-coded UAC codes to control various system activities.

UAC Code	Description
CANDCMPLTAB	Open Candidate on compliance tab
CLICMPLTAB	Open Client on Compliance Tab
EDITBOOK	Edit other peoples' bookings
FINANCE	Director Financials
MACRO	Macro manager (mass emails / mailshots)
MANAGER	Manager Financials
NOAUTOLOGOFF	Prevent Auto Logoff (if enabled)
PLANCP	Planner Cut/Paste
SQL	Allow use of SQL Reporting
RATETIMES	Allow Setup of Rate Times
EDITSTICKY	Allow Edit of 'Sticky notes' on the planner. {This works in conjunction with parameter PLANNER, Flag(5) - Sticky notes only Author Can edit/delete. UAC is only checked if the above flag is set to Y }
STOPQUICK	Stop Access to quick search (magnifying glass) - Links to parameter WORKBENCH, Text(2)
CANPAYTYPE	Available from 24/09/2025 Restrict who is able to click the [Pay Type] button on the [Controls] tab of a candidate.

The following are available from v1.00.25.290
DEL-ADVERT = Adverts
DEL-AWRDOCS = AWR Documents	Cannot delete Item
DEL-BKRQ = Booking Requirements	Cant delete Booking Requirements (only if no jobs)
DEL=BKRQJOB = Booking requirement Jobs	Cant delete Jobs from a booking Requirement
DEL-BOOK = Bookings
DEL-BOOKPAT = Booking Patterns	Delete Booking Patterns from Client Control Tab
DEL-CAND = Candidates	Delete Candidate Record
DEL-CANDCRS = Courses (C)	Try to delete course from [Employment] tab of worker
DEL-CANDDOCS = Candidate Documents	Right-Click on items in [Docs] tab of candidate is prevented
DEL-CANDDRV = Driving Endorsements (D)	Ability to delete driving Endorsements from [Compliance] tab of worker.
DEL-CANDEDU = Education (E)	On the [Education] tab the user can/cant delete an Establishment.
DEL-CANDEH = Employment History (W)	Able to Delete Employment history records on [Employment] tab of worker
DEL-CANDQUAL = Qualifications (Q)	On the [Education] tab allows the ability to delete a Course.
DEL-CANDSRCH = Candidate Search	Removes the 'delete' (Bin) icon from the top of the saved Candidate Search
DEL-COMP = Companies/Clients	Setting this prevents deletion of a client record using the delete (bin) icon in the toolbar
DEL-COMPDOCS = Company Documents	Setting this removes the 'delete' option when right-clicking a document on the [Docs] tab of a client.
DEL-COMPSRCH = Company Search	Removes the 'delete' (Bin) icon from the top of the saved Company Search
DEL-CONT = Contacts	Remove the 'Delete' (Bin) icon from the top of the Contact Record
DEL-CONTDOCS = Contact Documents	Removes the Delete option from the drop-down when right-clicking on any documents on the [Docs] tab of a contact record
DEL-CONTSRCH = Contact Search	Removes the 'Delete (Bin) icon from the top of a saved Contact Search
DEL-FBK = Feedback	Removes the 'Delete' (bin) from the top of the FEEDBACK record.
DEL-FBKDOCS = Feedback Documents	Removes the 'Delete' option from the menu when you Right-click a document on the [DOCS] tab of a Feedback record.
DEL-HS = Health and Safety	When Set this removes the 'Delete' (Bin) icon from the top left of the Health & Safety (Yellow Triangle) option within a client record.
DEL-JNL = Journals	Prevents the Deletion of journals
DEL-MAT = Matches	Removes the 'delete' (bin) icon from the toolbar within a MATCH record. Prevents deletion of the match
DEL-MATDOCS = Match Documents	Removes the 'Delete' option when right-clicking on documents stored on the [docs] tab of a match
DEL-SITE = Sites/Branches	Removes the delete (bin) icon from the top left of the SITE Records
DEL-SITESRCH = Site Search	Prevents deletion of a Site/Branch search from within [Searching] - either by right-click on the search or using the Bin at the top left of the toolbar within the search.
DEL-TASK = Tasks	When Set it will prevent the deletion of tasks either from the [Task] tab of the object (Client/Contact) or from the [Tasks] workbench.
DEL-TSDOCS = Timesheet Documents	Prevents deletion of Timesheet documents which have been dragged/dropped into TIMESHEET ENTRY from the [Docs] tab of candidate records. You cannot right-click to delete the document.
DEL-VAC = Vacancies	Removes the 'Delete' (bin) icon from top left of the Vacancy Record.
DEL-VACDOCS = Vacancy Documents	Removes the 'delete' option from the Right-click menu on the [Docs] tab of a vacancy.
DEL-VACSRCH = Vacancy Search	Vacancy Searches created in the older [Searching] system are prevented from deletion.

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