Managing access by Employee office

It’s possible to limit access for Abtrac users by office, enabling them to only view and edit offices to which they have been assigned.

We recommend that if you are interested in using this feature that you satisfy yourself that all relevant data in Abtrac has an office assigned.

If you’ve been using multiple offices for some time this shouldn’t be an issue, but if you are new to multiple offices or otherwise wary of data inaccuracies then the Abtrac support team are available for consulting and if required to run scripts against your data to ensure accuracy and a smooth transition.

The process is slightly difference for each version of Abtrac.

 

AbtracOnline

In AbtracOnLine limiting users to only view data relevant to their enabled office (or offices) is managed from Administration > Employees > User Groups and Privileges.

It’s recommended that you create a new user group to include an office limitation. It’s easiest if you base this new group on an existing one using the clone feature.

AbtracOnLine - Add new user group

AbtracOnLine – Add new user group

Once the new group is created you can restrict by Office from Maintain Privileges.

AbtracOnLine - Maintain User Group Privileges

AbtracOnLine – Maintain User Group Privileges

Then from the Employee Details screen add or update offices to which the employee is assigned.

AbtracOnLine - Employee Details > Assign Offices

AbtracOnLine – Employee Details > Assign Offices

And lastly apply the new user group with office restrictions to your users from Administration > Employees > Users.

AbtracOnLine > Administration > Users > Apply User Groups

AbtracOnLine > Administration > Users > Apply User Groups


Abtrac5

In Abtrac5 limiting users to only view data relevant to their enabled office (or offices) is switched on from Miscellaneous Properties.

Abtrac5 - Limit access by Employee Office

Abtrac5 – Limit access by Employee Office

Before enabling this feature you will need to determine which office(s) employees are allowed to access. From System Management > Administrator > Employees choose Maintain Office.

Abtrac5 - Employee Details

Abtrac5 – Employee Details

Abtrac5 - Assign and Maintain Employee Offices

Abtrac5 – Assign and Maintain Employee Offices

Once Limit Data to Office is enabled each and every current employee in Abtrac5 must have an office or offices assigned from this screen.

Abtrac KB# 2061