Administering Record Template Security Settings

By default, users create and manage their own Record Template preferences, and the templates and categories created by users and administrators are available to all users.

However, the system also allows administrators to create and manage user preferences and to limit access to Record Templates and categories to a specific set of users.

This topic provides the following sub-topics for information on how an administrator can manage Record Template functionality for system users.

• Managing Record Template User Preferences
• Specifying User Access for a Record Template or Category
• Creating Templates for Multiple Users

Managing Record Template User Preferences

The system automatically creates an Entity Record Template User Preferences record the first time a user modifies the default Record Template Options within the Select A Record Template dialog. This record stores the user's preferences, such as the list of services for which the dialog appears automatically.

Entity Record Template User Preferences do not apply to view templates.

An administrator can modify these preferences as necessary to control the Record Template behavior for a particular user. See About the Entity Record Template User Preferences Form for more information.

In addition, an administrator can define a user's preferences even before the user accesses the Select A Record Template dialog for the first time.

Follow these steps to create an Entity Record Template User Preferences record for the user:

1. Expand the Aptify Framework Administration application heading in the Navigation Bar.
2. Right-click the Entity Record Template User Preferences service and select New Entity Record Template User Preferences Record from the pop-up menu.
3. Specify the system user in the User field.
4. Configure Show Template on New and Show Template Scope to determine when the Select A Record Template dialog will appear for the user:
   • To disable the dialog, clear the Show Template on New option and set Show Template Scope to Global.
   • To enable the dialog for all services, select the Show Template on New option and set Show Template Scope to Global.
   • To enable the dialog on a per-service basis, select the Show Template on New option and set Show Template Scope to Service. If you select this option, you must also configure the Service Details tab. 
     
     
5. Leave the Hide Template Help field at its default setting. This field is reserved for future use.
6. Enter optional Comments in the field provided.
7. Follow the steps below that corresponds to the Show Template Scope value you selected:
   • If you set the Show Template Scope field to Service, proceed to Step 8.
   • If Show Template Scope is set to Global, Save and Close the record. No additional configuration is necessary. 
8. Click the Service Details tab.
9. Create a Service Details record to specify a default Record Template for a service or to specify that the Select A Record Template dialog should appear automatically for a service.
   1. Click the New Record... icon.
   2. Specify a service in the Service field.
   3. Configure the remaining field depending on the behavior you want to implement:
   4. To show the dialog for each new record opened in the service, leave the Default Template field blank and select the Show Template Dialog When Creating New Records? option, as shown below. 
      
       
   5. To display a default template for the service, specify a template for that service in the Default Template field and clear the Show Template Dialog When Creating New Records? option, as shown below.  
      
       
   6. Click OK and add additional Service Details records as necessary. 
10. Save and Close the record.

If you want to assign the same preferences to a large number of users, you can create a record template for the Entity Record Template User Preferences service and then use that template to quickly generate user records.

Specifying User Access for a Record Template or Category

By default, all users have access to new Record Templates and Record Template Categories. Follow these steps to limit access to a template or category to a specified list of users:

These instructions apply to both record templates and view templates.

1. Open an Entity Record Template or Entity Record Template Categories record.
2. Clear the Available To All Users? option.
3. Click the Group Permissions tab.

4. Add Groups as necessary to allow members of these groups to access the template or category.
   
    

   The members of the Groups you add to this tab will have Read and Edit permissions for the template or category, regardless of which permission check boxes you select. The Read, Edit, and Delete check boxes are reserved for future use.

5. Click the User Permissions tab.
6. Add Users as necessary to allow access to the template or category.

   • You do not need to add a user if he or she is already a member of one of the groups you added to the Group Permissions tab.

     The Users you add to this tab will have Read and Edit permissions for the template or category, regardless of which permission check boxes you select. The Read, Edit, and Delete check boxes are reserved for future use.

7. Save and Close the template or category record.

If a user does not have permission to view a category, the user cannot access any of the templates contained in that category from the Select A Record Template dialog, even if the user has permission to use those templates. 

Creating Templates for Multiple Users

Aptify recommends that an administrator follow the process outlined below to create templates for system users:

1. Follow the standard procedure for creating a new template that is available to all users. This process is described in the Creating Record Templates. For information on view templates, see the Creating a View Template.
   • Aptify automatically generates the Object XML data (and the User Flag and User Value data, if applicable) in the correct format that defines the default fields for the template. 
2. Follow the steps in Specifying User Access for a Record Template or Category if you want to limit access to this template to a specified set of users.