Database user profiles allow administrators to grant or deny individual user access to IFP menu items, summary files and item codes. Note that separate user profiles are used for each individual database.
Each IFP database has a default user profile defined, upon which all new user profiles will be based. Administrators can quickly reset an individual user's profile to these default settings if required.
Note: Updated user profile rules are applied when the user next selects the database concerned i.e. do not affect their current session.
Select or Create a User Profile
- From IFP Home, select Databases/Files > Database Manager.
- Select User Profiles in the left navigation.
- Select the user you wish to edit from the list of profiles by either double-clicking their name or selecting Properties on the toolbar. The Edit User Profile dialog is shown. Alternatively, create a new User Profile.
Warning: Do not remove access to Databases/Files in the default user profile before first creating user profiles for local administrators. Otherwise this will result in no users being able to maintain user profiles.
Access may be granted to entire main menu items or selected items within each main menu item.
- Select the Menu System tab.
- Click on the check boxes to grant access to each menu item, or uncheck to deny access.
- Check the main checkbox to grant access to an entire main menu item OR click the plus button to expand the main menu item, and grant access only to selected items.
- You can click on Select All to check all boxes OR Select None to uncheck all the boxes.
Note: You can click on Set Defaults to reset all selections to match those specified in the default user profile for the current database.
Users may be granted read or write access to any collection of file suffixes for each file type.
- Select the Data Files tab.
- Select the File Type you would like to edit.
- Specify the data files suffixes that this user can or cannot access to Read. These apply across all years.
- Allow permission is set by entering suffix or +suffix (eg PLAN or +PLAN).
- Deny permission is set by entering -suffix (eg. -PLAN).
- Deny overrides Allow (e.g. "ALL,-PLAN" gives permission over all files except PLAN).
- Repeat for Write Permissions.
In practice selected suffixes will be reserved for final forecasts and/or official plans. Hence, only a selected set of users will be allowed write access to these suffixes.
Users belonging to specific departments or business units will often be given restricted access to products in Sales databases or cost centres and/or accounts in P&L databases.
- Select the Item Codes tab.
- Select an option from the drop-down list in the Logic column.
Item codes must satisfy this rule as well as any other rules.
Item codes must satisfy either this rule or other rule.
- Select an option from the drop down list in the Condition column.
Item codes must equal the specified combination (? may be used as a wild card)
Item codes must be less than the specified combination (uses alphanumeric sequence rules)
Item codes must be less than or equal to the specified combination
Item codes must be greater than the specified combination (uses alphanumeric sequence rules)
Item codes must be greater or equal to the specified combination
Item codes must not equal the specified combination (? may be used as a wild card)
Item codes must contain the specified (alphanumeric) text
- Overwrite the wildcard characters (?) in the Codes column to correspond with the relevant item code for this rule OR click on the browse (…) button to show a full list of codes.
- In the Description column add some meaningful information about this rule.
Ensure that a Description is entered for each rule. In IFP 3.3.7 or earlier there is a known issue that the condition can revert to '=' where description is blank.
- Click the + button to add a new rule; click the – button to delete a rule.
- If you have more than one rule, you can use the arrow buttons to change the order the lines execute in.
- The item code structure will be different for each database.
- You can click on Set Defaults to reset all selections to match those specified in the default user profile for this database.
- Item code rights do not affect lists of options displayed in item table selection screens. However, any reporting, graphing, copying or editing option will only include item codes satisfying restrictions in the user’s profile.
Sales Database Example
In the example below, the user is allowed to see data associated with item codes from business unit 01 (Women’s Health) or from business unit 02 (General Health).
P&L Database Example
In the example below, the user is allowed to see data associated with item codes for any cost centre containing ‘CNS’ in positions 6 to 8 except for any account starting with 31 (in this case account 31???? Is used for all employment expenses).