The Restriction policies tool allows for additional granularity when choosing the access people have to edit and save forms (including event forms, profile forms, databases and related entity forms) in Smartabase. In contrast to standard roles (which permit access to entire forms), this tool can be used to enable certain people to edit individual fields or sections within a form. Restriction policies can also be applied to save properties in event and profile forms.
Using the restriction policies tool
Restriction policies must be assigned cautiously. Each policy can have different levels of access to sensitive data, such as medical records and personal information. It is important that people are assigned restriction policies which match their authorized level of access to the data.
Restriction policies are set up via the Smartabase administrator site, and are assigned to individual people via roles. One restriction policy can be enabled for multiple roles. If someone is a member of a role that has a policy assigned to it, they will be able to enter and edit any fields and sections limited to that policy. This applies to entering data for an individual, group data entry and importing data. No-one else, regardless of any other permissions or access levels, will be able to add or edit data for these items. If a save button has a restriction policy applied to it, only people with access to that policy will be able to see and interact with the save button.
Note that if you delete a restriction policy in the administrator interface, it will no longer apply to any forms. This means everyone with permission to edit the form will be able to edit those items and use the save buttons as well.
Once a policy has been created, a Smartabase builder can enable it for any sections and entry fields within any forms in the appropriate builder tool. Any individual form field or section can only have one policy applied to it.
The restriction policies tool is not supported for forms which are linked across multiple Smartabase sites (i.e. enterprise clients using a parent-child site configuration). This is because restriction policies and roles cannot be linked between these sites.
Steps to set up a restriction policy
- Log in to the administrator interface.
- Select the Restriction policies tool.
- Click Create new restriction policy.
- Give your policy a Name. You can also add a Description if required.
- Click Save. You will then be able to add the policy to any roles required.
You can learn more about applying a restriction policy to different areas of forms in the articles about sections, fields and save buttons.