Conditional Access to Info Areas

Learn how to define the conditional access rights to info areas.

Use the Condit. Access, Condit. New, Condit. Update and Condit. Delete columns to define access rights for info areas based on conditions.

  • Condit. Access: The user can only access those records in this info area that meet the condition.
    Note: The conditions defined in the rights format determine which records are displayed at the info area level; use a desktop format to define conditions applied to levels, see Conditions Tab in the Aurea CRM win Administrator Guide.
  • Condit. New: The user can only add new records to this info area that meet the condition.
  • Condit. Update: The user can only edit records in this info area that meet the condition.
  • Condit. Delete: The user can only delete records in this info area that meet the condition.

Defining Conditional Access Rights

To define conditional access rights (see Defining Access Rights):

  1. Click e.g. in the Condit. Access cell for Company.


    The following settings are available:

    • Info Area: The info area that the condition applies to, see Conditions Applied to Other Info Areas. For information on adding and grouping rows, see Context Menu Entries.
    • Index Relationship: The index used to establish the relationship with the referenced info area. For details on all available links, see Link IDs.

      Example: If you define a condition applied to the Relationship info area for the Company info area, you can determine whether the condition applies to the source or target company:



    • With Conditions: Click in this cell to define the conditions under which records can be displayed, edited, added or deleted, see Conditions in the Aurea CRM win User Manual.
    • Indirect: Enable this option to apply the rights defined for the corresponding info area, see Indirect.
    • All: Enable this option to determine that all records in the referenced info area must meet the condition.
    • Person/Both: Use these options to differentiate between company- and person-dependent records in info areas with an n:1 relationship with a person record (CP/KP/PE), see Person-related/Both.
    • Description: Enter a textual description that is displayed if a user tries to edit a record that he can not access. If you do not enter a message, a default message is displayed.
  2. Click in the With Conditions column and define a condition (e.g. "Rep 1 ID = Current User").
  3. Click on (OK).
  4. Save the rights format.

    A rep with these rights can only access company records where he is entered as Rep 1.

Context Menu Entries

The following context menu entries are available when defining conditional access rights:

  • Info Area: Select this option to define conditions that are applied to another info area, see Conditions Applied to Other Info Areas.

    The number of levels for conditional rights is not restricted, i.e. you can define conditions for any number of info areas that are linked to each other:

    In this example the user can access

    • companies with "Rep 1 ID = Current User"
    • companies that are related to a company with "Rep 1 ID = Current User" via a specific kind of relationship, e.g. with "Business Area = Software".
    Note: To add an info area as a sub-node, double-click the parent info area.
  • Add new AND/OR group: Use these options to group conditions.

    You can move rows using drag&drop in order to assign them to other AND or OR groups.

  • AND <-> OR: Click on an AND or OR node and select this option to switch the operator.
  • Copy line: Copies the current row to the clipboard.
  • Paste line(s): Inserts the contents of the clipboard at the current position.
  • Delete line: Deletes the current row.
Note: If you copy or delete a node, that node's children are also copied or deleted.