Setting data restrictions for a process app

Note:

You must have edit permissions for the app to set data restrictions for a process app.

Introduction

If you have edit permissions, you can set data restrictions for the process app.With data restrictions, you can define which data fields or records will be visible to business users. For example, if your data contains sensitive information, you can select certain fields for data restriction. The charts and/or dashboards that use the restricted fields will not be displayed, and a message will inform the business user that the chart contains restricted data. You can also define record access policies based filters to restrict the data that will be available for business users.

By controlling the data used in dashboards and charts, you can share apps more broadly within your organization.

You can define data restrictions when editing process apps. See Editing Process Apps for a detailed description on how to edit process apps.

Restricted fields

Restricted fields will not be available to business users in the process app. Restricted fields will not be visible in selectors, and will not be displayed in charts. Also, restricted fields are not visible when the dashboard is accessed from a received link to a dashboard. In this case, a new link should be provided, or the data should be unrestricted for the user.

Note:

When Managing access for process apps you can grant access to restricted fields for a user or group.

Selecting fields for data restriction

Follow these steps to select fields that should be hidden from the process app.

Go to the Data settings tab.
Select the field you want to restrict from the Restricted fields list. The restricted field is displayed below the list. See the illustration below.
Repeat step 2 to add more restricted fields. See the illustration below for an example.
Figure 1. Restricted fields
The field will no longer be available in the process app. See the illustration below for an example.
Figure 2. Restricted fields in process app

Removing a restricted field

Follow these steps to revoke a data restriction.

Locate the field you want to remove from the Restricted fields list and click .

See the illustration below.

Figure 3. Remove restricted field docs image

Note:

The field is removed from the Restricted fields list without any warnings.

Record access policies

Record access policies are filters that define which data will be available for business users that have assigned the record access policies. In the process app the filters are applied by default for the business users that have assigned the record access policies, and the filters cannot be modified.

Note:

When Managing access for process apps you can assign record access policies to a user or group to restrict data access for the user.

Selecting records for data restriction

Follow these steps to select a set of records that can be assigned to a user or group.

Go to the Data settings tab.
Click on +Create policy. The Create policy panel opens, where you can add filters to define the record access policy. See Filters for more information on how to define filters.

Note:
Restricted fields cannot be selected for a record access policy.
Click on Save & Next.
Add a Name and, if needed, a Description for the record access policy. The Name will be displayed in the Records access list when adding permissions for a user or group.
Repeat steps 2, 3, and 4 to add more record access policies.

Editing a record access policy

Follow these steps to edit a record access policy.

Locate the record access policy you want to edit and click . See the illustration below.
Figure 4. Record access policies
Change the filters as desired.
Click on Save & Next.