Data groups

How data groups work

By defining data groups, you can enforce security restrictions on which data Link users can access.

A data group can either hold restrictions based on partners or document types.

For example, you could create a data group called "Germany" and associate all your partners from Germany with it. Users associated with this data group would then only be able to view data associated with these partners.

Similarly, you could create a data group called "Sales orders" and associate this with a "Sales order" document type. Users associated with this data group would then only be able to view Sales order documents.

Note that it's possible to combine data group restrictions. For example, a user associated with both mentioned data groups in the example above would then only be able to see Sales orders related to partners from Germany. 

Setting up data groups

The Data group main screen will show you a list of existing data groups (if there are any). Data groups will appear in a Data grid.

In this example, there are two existing data groups - one Document type-based and one Partner-based.

Create new data group

Click the '+' button to start creating a new data group.

Here you can enter a name and description for the new Data group - and then choose if it should be Partner-based or  Document type-based.

Editing a data group

After the first screen, you now have to associate the relevant Partners or Document types with the data group.

Use the arrow (<< and >>) buttons in the middle of the screen to associate or disassociate entities with the Data group.

Click "Save" when you are done.

This screen is used both for editing existing data groups as well as creating new ones.

Deleting a data group

From the Data group list screen, you can click "Delete" for a specific data group to permanently delete it. A prompt asking you to confirm your choice will appear. Note that deleting a data group is irreversible.