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Field Access Maintenance

System How To

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Written by Theresa Moloney
Updated over a month ago

Field Access Maintenance is a way to change what Update, Hidden, and Add fields users, or groups, will see when going to specific pages in COINS. This is the process for updating that access.

  1. Find the field name: Go to the page that you want to edit the field on, hit “CTRL+SHIFT+C”. This will bring up blue “i” icons next to each item.

  2. Figure 1: Job Input Screen (Can be any screen)

  3. If you hover your mouse over the “i” you will see the field name in the database. The field name for “Name” under jobs is “job_name”.

    Figure 2: Field Name

  4. Next go to System > System Setup > Field Access Maintenance

    Figure 3: Field Access Maintenance

  5. Add a field that has the same field name as the option picked in Step 2

    Figure 4: Adding Field Access Maintenance

  6. Types of Access:

    • Update – this field is available to edit

    • UPDATE (Mandatory) – this field must be filled out before you can save

    • Add Only – field can only be added

    • Add Only (Mandatory) – Must be added before you can save

    • Read Only – will show the field value but is not available to be edited

    • Hidden – field will not be shown

    Figure 5: Types of Access

  7. To make exceptions, add a second row where either a user or a function is listed. In the below example, these two rows together mean: the job_name field is hidden for all users except alenei, who can update the field.

    Figure 6: Combining Rows of Field Access Maintenance

  8. If this field access maintenance is for a group, simply add the group name under the “USER” column.

    Figure 7: Group Specific Field Access Maintenance

  9. Next run group access from System > System Setup > Group Field Access and select the group being updated. This function can be run once per group, after all field access rules have been set up for them

    Figure 8: Group Field Access Update

  10. When a new user is added to a group the field access security rules that exist for that group will not be applied to that new user until you re-run “Group Field Access” for that group.

After any change to configuration, the system may need to be restarted before changes take effect. See Changing System Configuration.

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