Access rules define specific intersections of data that users or groups can edit or view.
You can secure levels, accounts, and custom dimensions. You then use secured dimensions to define specific intersections of data that users or groups can edit or view.
Without access rules, you control access through levels and certain version and account settings. For example, when you have access to the Sales level, you have access to all the accounts at the Sales level.
With access rules, you control access to each intersection of data. For example, you can view the intersection of the Revenue account at the East Sales level. You can edit the intersection of the Revenue account at the West Sales level. You can't even see the intersection of the Revenue account at the North Sales level.
You create access with several access rules that build on each other.
Access rules are an optional capability. Before you make a request, review the Transition to Access Rules.
Why Use Access Rules?
- Sensitive details: Prevents users from seeing contributing splits and details. You can also hide accounts, levels, and custom dimension values, so users never see them.
- Flexibility: Let users view an entire department and edit another department.
- Conditional access: Allow a user to access some accounts or dimensions in some areas of your model. Then, restrict or even hide them in other areas.
- Free up your levels: With access rules, you aren't forced to use levels to restrict data access. Levels can accurately reflect your organizational structure.
- Simplify data entry: Access rules filter sheets. Users only see the rows, columns, and cells you want them to see.
- Simplify reporting: Build one report and share it with many users. The report filters out the data each user can't see.
You can secure levels (required), accounts, and up to three custom dimensions.
Custom dimensions must:
- Have less than 10,000 values each.
- Not have the Use on Levels setting active. See Create or Edit Level Dimensions or Attributes for information about this setting.
- Not have the Data import automatically creates dimension values setting active.
- Not be on modeled or cube sheets with the Edit Dimension Value setting active. See Building Sheets to find information about this setting.
System dimension are not eligible. This includes time, subsidiary, and currency dimensions.
What Defines Access Rules
Access rules define access to data through:
- The user or group that you assign the rule to.
- The intersection of secured dimensions. This could be as simple as their owned levels.
- The level of access: Limited View, Full View, and Edit
Levels of Access
None: You don't have a rule assigned to you, or you don't have rules that grant access to at least one level.
Limited View: You can't view the supporting details of the data, including splits, transactions, and rows in modeled sheets.
Full View: You can view the data and all its supporting details.
Edit: You can edit the data.
When rules overlap, and most will, access follows the most permissive rule.
See Access Rules at Work in a Cube Sheet
Let's look at the revenue cube sheet as seen by the VP of Sales, the Norther Region Manager, and the Store Manager. Each has different access rules so the sheet looks different for each.
The VP of Sales can edit all accounts, customers, and products at the Sales level only. The only levels that appear in the columns are the Sales levels.
The North Region Manager can view all the accounts, customers, and products at the Sales level. The North Region Manager can only edit data for the Northeast and Northwest levels. All the Sales levels appear in the columns, but only Northwest and Northeast are editable. The insert of the product drop-down shows all the products.
The Store Manager runs a ski clothes store in the Northeast region. The manager can only view and edit the Northeast level for the Units and Discount accounts:
The Store Manager can only see products sold in the store. Nesting product dimension in the rows under accounts shows only the products sold in the store:
Access Rules Exceptions
Access rules apply to sheets, charts, reports, Excel Interface for Planning, OfficeConnect, and most APIs. Access rules don't apply to modeling, administration, shared formulas, and consolidation. Also, some permissions and circumstances circumvent access rules.
|Permission||Allows Edits to Data||Exposes Data||Exposes Secured Dimensions|
|Import Capabilities > Import to All Locations||
You can edit all data by importing to any area of the model.
The Import Capabilities permission without the Import to All Location lets you import to locations that you can access.
|No||All accounts, levels, and custom dimensions in the mapping areas of Integration|
You can use journal entries to update data in all accounts at the levels you own.
You can review intercompany eliminations for all accounts at the levels you own.
|In the eliminations matching viewer at all owned levels.||
All accounts and all owned levels in:
|System Audit Access (new permission)||No||In transaction reports, audit trail reports, and cell note searches .||All accounts, levels, and custom dimensions in the report builder for transaction and pattern reports.|
|Integration > Data Designers and Integration > Integration Developers||You can edit data through APIs.||In the staging tables||All accounts, levels, and custom dimensions in the staging tables.|
|All Admin permissions||No||No||All accounts, levels, and custom dimensions in the Administration.|
|All Model permissions||No||No||
All accounts, levels, and custom dimensions in Modeling.
Add the Organization Structure > Owned Levels to limit levels to all owned levels.
|Refresh Linked Levels||Yes with the data synch||No||No|
Other Situations that Expose Data or Dimensions
Regardless of access rules:
- You have edit access to all the data intersections on user-assigned sheets.
- When you activate the Data Privacy account setting, anyone who can access the account can use it in a formula for any level.
- When you have at least Full View access to all the secured dimension combinations in the parent row of modeled sheet, you can also view all the split rows. This remains true when the split rows have dimensions that you normally can't access.
- APIs that require the Import to All Locations permission let you edit data at all locations. APIs that require Model Management Access permissions let you view all the secured dimensions. If you have these permissions, you can run the APIs, but you can't see the results on the sheets and reports without access rules that allow it.
Access Rules and Other Security
Access rules secure data by working with permissions, level ownership, version access controls, the salary detail setting, and other sheet settings:
- Permissions: Access requires both permissions and an access rule. For example, without the Edit Sheets permission, you can't edit data on any sheet, even if you have Edit access. Without an edit rule, you can't edit any sheet, even if you have the permission.
- Level ownership (formerly level access): Level ownership only controls access to levels if you use it as the access rule. For example, unless you use owned levels as the rule, you can access levels you don't own, and you can have no access to levels that you do own. See Assign Levels to Owners for more information on level ownership and access rules.
- Version access controls: Access rules and version access controls can cap each other. For example, you can't view hidden versions or edit locked versions even if you have view or edit access to the data. On the other hand, even if the version access controls allow you to import data, you still need edit access to do so.
- Salary detail settings: For accounts, reports, or sheets with an active salary detail setting, you need both the Access Salary Detail permission and view or edit access to the data. If you have data access, but don't have the permission, you can't view salary details. If you have the permission, but don't have the access, you can't view the salary details.
- Sheet settings and sheet restrictions. A sheet with read-only accounts are read-only on this sheet even if you have edit access. Cube restrictions block you from accessing intersections that aren't necessarily blocked by your access rules.