About item security

An organisation that distributes goods may have many items in stock.
In this case, users who work with items in the system may have specific tasks and work with only particular item classes.

When users create a sales order, they need to enter an item ID for each product.
You can define restriction groups to decrease the lists of items a particular user sees.

In this topic, you will read about managing the visibility of items to users in the system.

The list of items from which employees should select an item for the product can be very long, which increases the probability of an entry error.

By using restriction groups, you can reduce the list of items that users see on windows.
For more information about restriction groups, see: About restriction groups in Visma Net.

Example

Suppose that your organisation sells furniture. Each sales manager works with furniture for a particular room, such as kitchen, living room, and bedroom.

When managers create a sales order, they should select items only from the list of furniture they sell to avoid entry mistakes.

Suppose that:

  • User K sells kitchen furniture,
  • User L sells living room furniture, and
  • User M sells bedroom furniture.

The following table describes how to restrict the visibility of items to appropriate users in the system.

STEP ACTION
1 Go to the Item access (IN103000) window.
2 Create restriction groups K, L and M with direct restriction.
3 In group K, include User K and all item IDs for kitchen furniture items.
4 In group L, add User L and all item IDs for items of the living room furniture.
5 In group M, include User M and all item IDs for the bedroom furniture items.

Final visibility

As a result, the visibility of the items in sales orders will be restricted in the system as follows:

  • User K can view and select only items for the kitchen furniture.
  • User L can work with only items for the living room furniture.
  • User M can see and select only items for the bedroom furniture.
  • All other users cannot see the items added to the three restriction groups in the system.

In Visma Net, you can configure groups with direct and inverse restriction.
In this topic, groups with direct restriction are used in examples for simplicity.
You can use inverse restriction groups in the same way as you use direct restriction groups.
For details on the types of restriction groups, see: About types of restriction groups.

In the following table, you can find the list of the windows that you can use to manage restriction groups with items and the tasks that you can solve by using each window.

Task Window
To initially configure the visibility of an item to users Item access (IN103000)
To change the visibility of an item in multiple restriction groups Restriction groups by item (IN103020)
To change the visibility of items to a user in multiple restriction groups Restriction groups by user (SM201035)

For information about how to add or remove objects from a restriction group, see: About operations with restriction groups.