Contextual access per building

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Assigning access rights in the context of a building is a helpful way to separate the building data in Workplace Management. When a user has contextual rights to a particular building or area in the system, they cannot see or edit the building information for the buildings or areas to which they do not have contextual rights. Moreover, contextual rights will also hinder the possibility of creating objects such as requests, reservations, and purchase orders for buildings to which they do not have access.

Contextual access groups

There are three access right groups that can be set in the context of a building:

• View areas and buildings

  • If access to the building or area is set in this group's context, the user can only view the information on the building or area.

  • The user can also make objects, such as requests, reservations, and purchase orders, etc., for this building or area.

• Edit buildings and areas

  • In addition to rights granted by the group “View areas and buildings,” the user can edit the information about the building or area.

• Reservation coordinator

  • If the reservation coordinator group is added in the context of a building or area, access to the reservations is limited to those relevant to this building or area. This also applies to the reservation calendar.

There are two ways of managing contextual access to a building or area.

1. Via the instance page of the building or area

When contextual access to buildings has been activated in the environment, there will be a new tab, “Authorized users,” on the instance page of a building or area. The list of users with contextual access to a particular building or area can be managed via this tab.

To add a new user to this list:

1. Navigate to a building or area;

2. Click on the “Authorized” users tab;

3. Add a user who should have access to this building;

4. Select the desired access right group;

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Authorized users tab in the building module

2. Via the system user page

When contextual access to buildings has been activated in the environment, two new tabs, “building to which this user is authorized” and “Areas to which this user is authorized,” are made available on the system user page.

To manage the buildings, a user has access to:

1. Select a system user;

2. Click on the tab “Building to which this user is authorized.”

3. Click on the “Add” button.

4. Select the buildings the user should have access to

5. Click “Assign selected buildings”

6. Select the desired contextual group(s)

Example of contextual access rights on buildings

The example below shows that the buildings that become selectable when creating an object, such as a request, are determined by the user’s authorization rights.