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You can control whether or not users have access to a database, then use restrictions to limit what users can see in the database. For example, you might want all users to be able to access the Sales database but only allow some users to see a subset of the data, such as a specific dimension or customer.

In the image below, the first two users can access the Sales database but some restrictions have been applied. The third user can access the Sales database and no restrictions have been applied. The fourth user cannot access the database (outlined in red).

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Access the database restriction settings

Click the Phocas menu button > This page outlines how to manage access and restrictions for a database, for one or more users, via the database screen. For other methods and more information, see the Overview of access to data page.

This action overrides any default database restrictions that might have been applied to the database.

1. Click Administration > Databases, then click the database name (blue link) to open the database settings screen for that database.

You can then either manage access to the database for individual users or add default restrictions to the database.

Give or remove access a database

1. On the database settings screen, click the Click the Users tab.

2. Give access to the database: Select the required default period from the dropdown list.

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3. Remove Review the current access and restrictions:

   • If a period displays next to a user’s name, it means the user has access to the database

   : Select the blank option from the dropdown list. Image RemovedThe database will appear with a blank box and red outline to indicate there is no access. Image Removed

4. Click Save.

Restrict what a user can view in a database

1. Click the Restrictions button (lock icon) next to the defined period. A grey button indicates no restrictions have been applied yet and a black button indicates

   • . If no period displays (a red outline displays on the period box), it means the user does not have access to that database.

   • If the lock icon (Restrictions button) next to the period is grey, it means no restrictions have been applied to the database. If a black button displays, it means one or more restrictions have been applied.

2. In the Restriction for… window, configure the restrictions (see examples below as the process is similar) and click Save.

Add default restrictions 

Normally, restrictions are applied on a user-by-user basis, so if a user doesn't have a restriction, it implies they have access to all data in a database. Default database restrictions allow that logic to be reversed, so any user without a specific restriction will get the default restriction from the database. Instead of applying a user restriction to limit access, it is used to increase access. This allows a 'secure by default' way of setting up the database.  

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title Example - Create a default restriction on streams
In the example below, a default restriction has been created to allow access only to the principle stream, which is Sales. All users without a specific restriction will only be able to access the Sales stream. To grant a user access to the Budget stream, you would add a user restriction.  Image Removed

A further refinement to the regular way of applying database restrictions is to base a dimension restriction on a user's settings, instead of an absolute, fixed value. By replacing a fixed value with one of the two user variables {{user:group}} or {{user:territory}}, the appropriate setting value from the user will be applied when they login. This allows the restriction to be created at a database level, but applied per user. In the screens below, a default restriction has been set on the database using the territory value from the user. In the second screen, the users have multiple territory (or State) codes assigned to them, which are used when they access the database. Note: Semi-colon separated values are used when specifying multiple allowed values. 

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Significantly for this type of restriction, a mistake or a missing territory or group value value on the user will result in no data being exposed. This mechanism provides a 'secure by default' way of setting up the system.

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title Example - Use sub-databases to restrict data view
If sub-databases have been created for the site, you will see a Sub-databases option when setting restrictions on a database, as shown below. As the name suggests, these contain only a sub-set of data. Creation of these sub-databases, or so-called 'splits', are an advanced form of user security which needs to be implemented by a Phocas consultant.   Image Removed Sub-database names The Sub-database names will always begin with the master database name that they relate to, followed by an underscore, followed by another other name to make them unique. For example, a master database of Phocas_Sales could have sub-databases called Phocas_Sales_Depot001, Phocas_Sales_Depot002, etc.  Sub-database impact on sharing  Because these sub-databases are available to different groups of users as subsets of the same application database (and in fact appear as the actual application databases), favorites and dashboards can be shared across databases and between users.

1. Locate the user you want to update.

2. Manage the access and restrictions as required:

   • Give access to the database: Select a period from the list of defined periods that have been set up for the database. This action grants the user access to the database and the period you select becomes the default period that is applied when the user opens the database. Learn more about periods, a core concept in Phocas.

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   • Remove access to the database: Select the blank option from the dropdown list.

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   • Add or update restrictions: Click the Restrictions button (lock icon) next to the period dropdown list, then configure the restrictions and click Save. See the examples on the Manage default database restrictions page, as the process is similar.

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3. Repeat the above steps 4 and 5 to manage the access and restrictions for other users.

4. Click Save, then click Close.