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Setting security levels for your Crystal Reports and Abra Secure Queries

When setting up your different security groups in Abra one setting should not be over looked and that is the Ad Hoc Reporting Security Level. The Ad Hoc security setting affects the fields a user can access when creating or using either Crystal Reports or Abra Secure Queries. Remember, simply setting the user's security group so access to either the Payroll product or HR product is blocked does not apply to Crystal reports or Abra Secure Queries.

Ad Hoc reporting security level can be found on the Group Level Security tab of your group security setup under Setup > System >Ad Hoc Reporting Security options. The Ad Hoc level can have a setting between 1 and 9 with 9 being the highest. What this means is that a security group with an Ad Hoc level setting of 3 can access any data field in Abra that has an Ad Hoc security setting of 3 or less. A setting of 1 would only access the lowest level of security field settings and a setting of 9 would access all fields in Abra. This is a useful feature in Abra if you want users to have access to certain database fields but not other users.

Example:
The database HRPERSNL contains basic employee information including but not limited to name, address, phone and salary information. If you have a user that you do not want to be able to create a Crystal Report or Secure Query and access the salary of your employees, Ad Hoc can prevent this from happening. By setting the Annual Pay field in Employee Personnel (HRPERSNL) to a security level of 2 or higher users with a group security Ad Hoc of 1 could not see these fields in a report. Therefore, the users can access the HRPERSNL database but only the fields you give them access to view.

Setting the Ad Hoc access level for the different fields in Abra is done in Setup > System > Ad Hoc Reporting Security. Here it is possible to change the access level for all fields, all fields in a database or just individually selected fields.

  • Click on the "All Fields" arrow buttons to adjust the access level for all database fields in Abra.
  • Select a database from the column headed "File" and then use the arrow buttons next to "Fields for Selected File" to adjust the access level for all the fields in just that database.
  • Individual fields can also be adjusted by clicking the "Access Level" column next to the field you would like to change and then adjust the level for that field.


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