Overview
This new feature allows for better control of your lease portfolio, by ensuring users can only view, edit, and run reports on a subset of leases.
Scope of Access works off User-defined field #1 (UDF). This means it's important to think about how you want to use Scope of Access during your initial set up. For example, let's say a college with multiple campuses wants to restrict lease access based on campus. You would add a list of your campuses to UDF #1, and then update each lease with the proper campus.
You may ask, "What if I already set up my campus list using a different UDF?" Simple - you would first move the campus list to UDF #1 in System Options, and then use the bulk upload template to update the UDF choices on all of your leases. To fill out the bulk upload template correctly:
| Step | Action |
| 1 | Add the lease number(s) to column A |
| 2 | Add "Yes" to column B (Change) |
| 3 |
Input your new User-defined field option(s) in column AU (User-def 1) Note: All other fields on the import template should be blank. Only descriptive fields can be bulk updated in EZLease. |
| 4 |
Upload your import template to MyFiles |
| 5 |
Go to File > Lease Upload. Select your file. Uncheck the "Booking date" checkbox, and click Load. |
Note: Currently, Scope of Access controls do not work with Instant reports. Scope of Access will be extended to work with Instant Reports in a future release.
Enabling Scope of Access
To enable Scope of Access, in order to make updates to a specific users' scope, follow the steps below:
| Step | Action |
| 1 |
Click File > Scope of Access Note: You must enter at least one option to the list for User-defined field #1 in order to enable Scope of Access. To add selection options, please go to File > System Options > UDF Choices. |
| 3 |
Check the box at the top of the window, Enable Scope of Access
|
If Scope of Access is enabled and a user logs in who has not explicitly been granted access in SoA, one of two things will happen:
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If it's an "admin" user, they will be added to the Scope of Access list and granted access to all leases.
- If they only have the "edit" or "view" role, EZLease will tell them to contact their administrator and ask for access. Then the application will close.
Configuring Scope of Access
Once Scope of Access in enabled, configure each specific user by following the steps below:
| Step | Action |
| 1 |
From the Scope of Access Management window, click Add User
|
| 2 |
Select the user you'd like to update
|
| 3 |
Once selected, the user(s) will appear in the SoA "user" drop-down menu. Choose the user you want to update and, using the checkboxes, select which options the user should have access to.
|
| 4 |
Click OK Note: Your changes aren't fully saved until you click OK on the System Options window, and choose Yes to "Save these changes to system options." |
SoA for on-premise (formerly known as Record Limiting)
The Scope of Access functionality for on-premise versions of EZLease is very similar to cloud; however, there are a few additional things to know:
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Enabling record limiting and setting up each user for their permitted groups is done by the owner of the account number groups database.
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To add a user to the Scope of Access list, the user must first be authorized to access the account number groups database, using Set SQL Permissions in System Options > Account numbering (select whatever name is used for logging into SQL Server, be it a Windows or a SQL Server login name). When you add a user, initially all choices are valid. To limit access to one or several choices, select the appropriate choices in the list. Once record limiting is enabled, no user can run EZLease without an entry in this list.
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When a user who is not authorized for all choices opens the database, only those leases that match the choices selected are displayed in EZLease. To that user, it looks as if those are the only leases in the database, except that they cannot enter a lease number that matches a hidden lease.
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If you enable Scope of Access after entering data into a database, you may want to verify that all leases have valid entries in User-defined field #1. You can do this by running Help / Repair Database as a user that is authorized to view all records. Any records found with values that are not listed as available choices are displayed during the repair process; you must specify a valid choice.