Managing data groups in Link
In Link it is possible to manage which data a given user is permitted to view. Some users need to be able to see every single piece of data, while others only need to be able to view should only have access to specific data due to rules, company regulations, governance and so forthetc.. Link supports these scenarios using the concept of Data Groups.This documentation is supplementary to the documentation about Managing users, roles and permissions in Link“Data Groups”.
If your organization decides on using Data Groups, careful planning must be done in order to enable the right persons users to see the right data in Link. Use cases are often centered around examples such as “The Sales department must only be able to see sales related documents”, or “The Purchase department must only be able to see purchase related documents” and so forth.
Before showing how to configure Data Groups in Link, we will briefly outline what is understood by Data Groups and Document Types.
Definition of a Data Group
A Data Group is a group that you create directly in the Link GUI. It must be configured to contain a list of Document Types that the group is used to give View-access to. A Data Group must subsequently be linked to a User Group in Link. The basic concept of User Groups is explained in the documentation Managing users, roles and permissions in Link.
Definition of a Document Type
A Document Type in Link is best described as a business entity document such as, a Sales Order, a Sales Despatch Advice, a Stock Adjustment, a Sales Order, a Sales Order Response and so forth. Thus, a Document Type defines an overall classification of the types of business documents that are sent through Link, but it does not specify anything about exact document formats or standards., “users at one market should only see partners related to that market” and so forth.
How to create a Data Group
To manage Data Groups in Link then you must access Go to the Settings menu and choose “Data groups”.
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Name your Data Group according to your requirements and the purpose of the Data Group.
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You can create Data Groups for either document types or partners - or combining the two.
In the section “Available document types” you must select the document types in scope for this specific Data Group.
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In the section “Available partners” you must select the partner(s) in scope for this specific Data Group.
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You choose among the available document types and partners configured in the Link environment you are logged on to, so differences may occur between your Prod and Test environments. Save the changes you have made.
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Connecting a Data Group to a User Group
To use the configuration in a given Data Group, it must be linked to a User Group. Please refer to the documentation To know more about User Groups see Managing users, roles and permissions in Link for information about User Groups.To manage User Groups in Link then you must access .
Go to the Settings menu and choose “User groups”.
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It is important that you carefully consider if a given existing User Group can be used for your scenario, without breaking the experience for other users in Link. In some cases, it is better to create a new User Group, when you have a case where you need to limit view access on data in Link.
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