You use access privileges to control the information roles/users can add, edit, delete or view. You use access privileges in conjunction with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.
You can change event access privileges from either the Access Privileges screen on the Main Menu or from the Event Management Configuration screen on the Access Privileges tab.
Below is a list of available event access privileges. See Function Access Privileges, Service Order Access Privileges and Work Order Access Privileges for information specific to those processes.
Add/Change/Delete Events By Event Status Limit
This access privilege controls who can add, edit or delete events by checking the assigned event status level for each role/user and comparing it to the status of the event. You can assign each role/user a status level and the role/user can add, edit or delete events with status levels equal to or below the assigned status level. For example, a role/user with a security level of 30 can add, edit or delete events with a status of 30 or lower. A blank value or no value is the same as not assigning role/user to the privilege.
If a role/user is not assigned to the privilege, then the role/user cannot add, edit or delete any event regardless of the status level of the event. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit or delete any event.
Allow Event Modification By Coordinator
This access privilege controls who can change and view event information based on the coordinator assigned to the event. Roles/Users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all coordinators. To limit access to selected coordinators, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all coordinators' event information. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot change or view any coordinators' event information, even events where the user is the primary coordinator. Roles/users with view only access can view coordinators' event information but cannot change it.
This access privilege checks the Primary Coordinator and Coordinator 2-4 fields for access.
This access privilege is also used for access to service orders and registration orders. Security for these orders is based on the attached event.
Allow Event Modification by Event Account Rep/Salesperson
This access privilege controls who can change and view event information based on the salesperson assigned to the event. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all salespeople. To limit access to selected salespeople, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all salespeople's event information. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot change or view any salespeople's event information, even events where the user is the salesperson. Roles/users with view only access can view the salesperson's event information but cannot change it.
This access privilege is also used for access to service orders and registration orders. Security for these orders is based on the attached event.
Allow Event Status Change Up to Status Limit
This access privilege controls the highest event status level a user can reduce the event status value. If a user is lowering the event status, the user must lower it to a value lower than the value set in the privilege.
For example, a role/user is allowed to add/change/delete all events up to a status level of 30. The role/user is also assigned to this privilege with a status level of 40. On an event with a status of 35, the user can lower the status (but not change any other information on the event) to any status level 30 or lower. If the user attempts to change the event status from 35 to 32, the user receives a message and cannot lower the event status. If the user attempts to change the event status from 35 to 28, the user is allowed to do so.
Any roles/users not assigned to the privilege are not restricted in lowering event status values except as it applies to other privileges the role/user is assigned. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users are restricted from lowering event status values (except where other privileges may apply).
Allow Viewing of Privileged Diary Entries on Events
This access privilege controls who can view privileged activities on an event. Any roles/users assigned to the privilege can view privileged activities on an event while any roles/users not assigned to the privilege cannot view privileged event activities. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view all event activities, privileged or otherwise.
Allow Editing of CC Authorization Info at Event Level
This access privilege controls who can change the credit card authorization settings at the event level. Any roles/users assigned to the privilege can change the credit card authorization settings at the event level while those roles/users not assigned to the privilege cannot change the credit card authorization settings at the event level. If no roles/users are assigned to the privilege, it is considered inactive, and no users can change credit card authorization settings at the event level.
Allow Editing of Multiple Events
This access privilege controls who can edit multiple events. Any roles/users assigned to the privilege can access the Edit Multiple Events screen while those roles/users not assigned to the privilege cannot access the Edit Multiple screen. If no roles/users are assigned to the privilege, it is considered inactive, and no users have access to the Edit Multiple Events screen.
Allow Cancelling or Removing Events Up To Status Limit
This access privilege controls who can cancel or remove an event. Any roles/users assigned to the privilege can cancel or remove an event up to the event status limit set for the role/user. For example, a role/user is assigned to this privilege with a status level of 40. For an event with a status of 35, the user can cancel or remove the event. For an event with a status of 45, the user cannot cancel or remove the event. Any roles/users not assigned to the privilege cannot cancel or remove events. If no roles/users are assigned to the privilege, it is considered inactive, and all users can cancel or remove any event.
Allow Adding of Orders to Cancelled Events
This access privilege controls who can add an order to a cancelled event. Any roles/users assigned to the privilege can add an order to a cancelled event while any role/user not assigned to the privilege cannot add an order to a cancelled event. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can add an order to a cancelled event.
Allow Reinstating Cancelled Events
This access privilege controls who can reinstate cancelled events. Any roles/users assigned to the privilege can reinstate cancelled events while any users/roles not assigned to the privilege cannot reinstate cancelled events. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can reinstate cancelled events.
Allow Remove Events Task Access
This access privilege controls who can use the Remove Events process. Any roles/users assigned to the privilege can use the Remove Events process while any roles/users not assigned to the privilege cannot use the Remove Events process. If no roles/users are attached to the privilege, it is considered inactive, and no roles/users can use the Remove Events process.
Allow Removing Event Cancellation Requests
This access privilege controls who can remove events from the Event Cancellation Requests screen. Any roles/users assigned to the privilege can delete events from the Event Cancellation Requests screen while any roles/users not assigned to the privilege cannot delete events from the Event Cancellation Requests screen. If no roles/users are assigned to the privilege, it is considered inactive, and all users/rules can delete events from the Event Cancellation Requests screen.
Allow Access to Copy Event
This access privilege controls who can use the copy event process. Any roles/users assigned to the privilege can use the copy event process while any roles/users not assigned to the privilege cannot use the copy event process. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can use the copy event process.
Allow Access To Confidential Events
This access privilege controls who can access confidential events. Any roles/users assigned to the privilege can view the confidential event information throughout the system. Any roles/users not attached to the privilege cannot see the confidential event information like event description, account and contact. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can access confidential events. See Confidential Events for additional configuration details.
Allow Edit/Add/Delete of Event Cutoffs
This access privilege controls who can edit or delete event cutoffs. Any roles/users assigned to the privilege can edit or delete event cutoffs while any roles/users not assigned to the privilege cannot edit or delete event cutoffs. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit and delete event cutoffs.
Allow Add/Edit/Delete of Commission Order
This access privilege controls who can add, edit or delete commission orders. Any roles/users assigned to the privilege can add, edit and delete commission orders while any roles/users not assigned to the privilege cannot add, edit or delete commission orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit and delete commission orders.
Allow Access To Event Data Mart Analysis
This access privilege controls who can access the Event Data Mart Analysis screen. Any roles/users assigned to this privilege can access the Event Data Mart Analysis screen while any roes/users not assigned to the privilege cannot access the Event Data Mart Analysis screen. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can access the Event Data Mart Analysis screen.
Allow Edit/Add/Delete Event Data Mart Analysis Configuration
This access privilege controls who can edit, add and delete event data mart analysis configurations. Any roles/users assigned to this privilege can edit, add and delete event data mart analysis configurations while any roles/users not assigned to the privilege cannot edit, add or delete event data mart analysis configurations. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit, add and delete event data mart analysis configurations.
Event Search Assignment Override
This access privilege is used with the Event Search Method and Event Search Sequence Values section on the General tab of the Event Management Configuration screen. If the Event Search Method is set to *NONE (no event search assignment is used), this privilege is ignored. Any other valid value makes the access privilege active on the Add Event screen.
Any roles/users assigned to the privilege can override the default value for the event search field. Any roles/users not assigned to the privilege cannot change the event search field. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can change the event search field.
Comments
9 comments
Regarding the Allow Event Modification By Coordinator privilege; How does the system treat events with no coordinator associated? Can a user only assigned to certain Coordinators edit this or not?
Thanks.
0 upvotes
Hi Sean,
Events with no coordinators assigned are left open to the users to view and edit. A user assigned to only certain coordinators can edit events with no coordinators assigned.
Thanks,
Maggie
0 upvotes
Thanks Maggie,
Not sure what our issue is then. A user tried to delete a booking line on an event with no coordinator but was getting a hard stop due to "not being able to delete notes because of Edit Events by Coordinator". (They were able to edit regular event fields though). Then we thought it was due to access on deleting automatic notes. There was an auto booking note despite no auto notes being set up. Not sure how to turn off and not sure why we got the message given the above.
0 upvotes
Hi Sean,
Sounds like it's being too restrictive on that particular tab. Enter a case with the details and our Client Care Team can review and get it routed to the right Development Team.
Thanks,
Maggie
0 upvotes
Hello.
I'm trying to make sense of "Allow Event Modification by Event Account Rep/Salesperson" but can't work out the separation between Account Rep and Salesperson... all I'm seeing is that this privilege relies on the Salesperson entry and not the Account Rep.
After assigning an "allowed" account to a user/role in this privilege, the users access to events is only affected by the Salesperon assignment:
- the user can see and edit any event that has the allowed account or no one assigned as salesperson;
- the user cannot see an event with a different salesperson, even if the Account Rep matches the "allowed" account.
So is this really just a "by Salesperon" privilege, and Account Rep doesn't really factor into it?
Zak.
0 upvotes
Hi Zak,
You are correct, it really is just a "by Salesperson" privilege in v20 and v30. In v19, what we now call "Salesperson" was referred to as the "Event Account Representative," so in v19 the privilege does apply to "Event Account Rep" (Account Rep assigned to the Event, not to the Account). It was not intended to apply to the Account's "Account Rep."
I hope that helps to clarify.
Regards,
Wendy Thompson
Senior Quality Engineer
0 upvotes
Question regarding the Allow Event Modification By Coordinator and Allow Event Modification By Salesperson access privileges. Should these privileges restrict a user from completing a work order item if they are set to view? Our technical staff need to be able to view event information but still complete work order items.
0 upvotes
Hello Rebecca,
I don't know for sure without knowing all the set up. However, we believe it works considers modifying Work Orders constitutes modifying the event, or b) completing that specific work order item is causing the Work Order to complete and causing event status or something to change. But, what exactly does the user have could play a factor in this question.
Business Analyst Venue Operations
Tyler Lewis
0 upvotes
Hi Tyler, Thanks for the follow-up. I have determined how to deny access to edit the events using the access exceptions. This has drawbacks and is difficult to track/document access for audit purposes. I think the standard need for service departments would be the ability view event and function information and perform tasks specific to their role level such as complete items in their department. I don't see a straight-forward way to achieve that access.
0 upvotes
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