Difficulty: starter

Content

Learning Objectives

After reading this article, you’ll be able to:

Set user access in the context of a property.

Contextual access per property

Assigning access rights in the context of a property is a helpful way to separate the property data in Workplace Management. When a user has contextual rights to a particular property or area in the system, they cannot see or edit the property information for the properties 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 properties to which they do not have access.

When contextual access is set on a certain level in the hierarchy, the setting will also include all underlying sub-properties and sub-areas.

To use contextual access to properties, Module settings must switch this setting on> Master Data > Properties and areas.

Contextual access groups

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

View areas and properties
- If access to the property or area is set in this group's context, the user can only view the information on the property or area.
- The user can also make objects, such as requests, reservations, and purchase orders, etc., for this property or area.
Edit properties and areas
- In addition to rights granted by the group “View areas and properties,” the user can edit the information about the property or area.
Reservation coordinator
- If the reservation coordinator group is added in the context of a property or area, access to the reservations is limited to those relevant to this property or area. This also applies to the reservation calendar.

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

1. Via the instance page of the property or area

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

To add a new user to this list:

Navigate to a property or area;
Click on the “Authorized” users tab;
Add a user who should have access to this property;
Select the desired access right group;

2. Via the system user page

When contextual access to properties has been activated in the environment, two new tabs, “Properties 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 properties, a user has access to:

Select a system user;
Click on the tab “Properties to which this user is authorized.”

Click on the “Add” button.
Select the properties the user should have access to
Click “Assign selected properties”
Select the desired contextual group(s)

Example of contextual access rights on properties

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