mySparkrock security for finance and procurement

mySparkrock security for finance and procurement includes the following components:

• mySparkrock user profile

• mySparkrock user setup

• User account sets

Append or Override options on the mySparkrock User Setup Card

Some security filters have a filter action that defines whether the settings on the mySparkrock User Setup Card are to be appended to or override the settings on the mySparkrock User Profile Card page. If one or more values are specified in a security filter field on the mySparkrock User Setup Card page, and the filter action is set to Append, the settings on the mySparkrock User Profile Card are used as well as the one or more values that are specified on the mySparkrock User Setup Card page. Alternatively, if one or more values are specified in a filter field on the mySparkrock User Setup Card page, and the filter action is set to Override, the settings on the mySparkrock User Profile Card for the respective field are ignored.

User account sets

User account sets provide the capability to limit access to specific combinations of general ledger accounts and dimensions for a specific user. For more information, see Set Up mySparkrock User Account Sets.

Page filtering

When a user opens a page in mySparkrock, the mySparkrock data that is displayed is filtered based on the following settings:

• The security filter settings on the user's mySparkrock user profile.

• The security filter settings on the user's mySparkrock User Setup Card page.

• The user's account sets.

Data can be filtered by vendor number, vendor posting group, and location code. If a situation occurs where the vendor numbers are within the Vendor No. Filter, but are outside of a Vendor Posting Group Filter, the vendor posting group setting takes precedence.

Document lines page filters

Security filters are applied to the lines of a document. If a user does not have access to any lines based on the security filter settings, the document is not displayed to the user. All security filters are applied together and are not exclusive of each other.

Note

Note:
Security filters do not consider totaling dimensions and general ledger accounts.

The following line types are supported:

• For purchase orders and posted purchase invoices:

  • Item

  • G/L Account

  • Fixed Assets

• For requests:

  • Item

  • Expense Type

Comment lines on a document are not filtered, except in a situation where the user does not have access to any other lines on the document. This design prevents the user from seeing a document with only comment lines.

Dimension value security filters

When a user opens a page in mySparkrock that includes dimensions data, the dimension value security filter settings on the user's respective mySparkrock User Setup Card page are checked. Depending on whether values are specified, one of the following outcomes occurs:

• If no values are specified, the security filter settings for the user profile that is assigned to the user are checked. Depending on whether values are specified on the corresponding mySparkrock User Profile Card page, one of the following outcomes occurs:

  • If no values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is not filtered by dimension value.
  • If values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is filtered based on the values that are specified on the respective mySparkrock User Profile Card page.

• If values are specified, the filter action setting is checked. Depending on the filter action setting one of the following outcomes occurs:

  • If the filter action setting is Override, the data on the page is filtered by the values that are specified.
  • If the filter action setting is Append, the security filter settings on the mySparkrock user profile that is assigned to the user are checked. Depending on whether values are specified on the respective mySparkrock User Profile Card page, one of the following outcomes occurs:
    • If no values are specified on the respective mySparkrock User Profile Card page, the data on the page is filtered based on the values on the user's respective mySparkrock User Setup Card page.
    • If values are specified on the respective mySparkrock User Profile Card page, the data on the page is filtered based on the values on the user's respective mySparkrock User Setup Card page and the mySparkrock User Profile Card page.

Also, it is possible to have a user who has a user account set with one or more dimension values that are outside of the security filter settings on the user's respective mySparkrock User Setup Card page and the mySparkrock User Profile Card page. If this situation occurs, the data that is displayed on the page based on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page security filter settings, is appended to include the data for the one or more user account set dimension values. It is possible to have one dimension value that is part of multiple user account sets.

Dimension value security filters examples

The following examples demonstrate how the data that appears on a page is filtered based on dimension value security filters.

Example 1

Scenario:

• mySparkrock User Setup Card page does not have a security filter specified for dimension 1.

• mySparkrock User Profile Card page does not have a security filter specified for dimension 1.

• mySparkrock User Account Sets page does not have any records.

In this scenario, the data is not filtered.

Example 2

Scenario:

• mySparkrock User Setup Card page has a security filter specified for dimension 1 and the security filter action is set to Append or Override.

• mySparkrock User Profile Card page does not have a security filter specified for dimension 1.

• mySparkrock User Account Sets page does not have any records or has an account set with a dimension value that is specified on the mySparkrock User Setup Card page, in the security filter for dimension 1.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page.

Example 3

Scenario:

• mySparkrock User Setup Card page does not have a security filter specified for dimension 1.

• mySparkrock User Profile Card page has a security filter specified for dimension 1.

• mySparkrock User Account Sets page does not have any records or has an account set with a dimension value that is specified on the mySparkrock User Profile Card page, in the security filter for dimension 1.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Profile Card page.

Example 4

Scenario:

• mySparkrock User Setup Card page has a security filter specified for dimension 1 and the security filter action is set to Override.

• mySparkrock User Profile Card page has a different security filter specified for dimension 1.

• mySparkrock User Account Sets page does not have any records or has an account set with a dimension value that is specified on the mySparkrock User Setup Card page or the mySparkrock User Profile Card page, in the security filter for dimension 1.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page. The settings on the mySparkrock User Profile Card page are ignored.

Example 5

Scenario:

• mySparkrock User Setup Card page has a security filter specified for dimension 1 and the security filter action is set to Append.

• mySparkrock User Profile Card page has a different security filter specified for dimension 1.

• mySparkrock User Account Sets page does not have any records or has an account set with a dimension value that is specified on the mySparkrock User Setup Card page or the mySparkrock User Profile Card page, in the security filter for dimension 1.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page.

Example 6

Scenario:

• mySparkrock User Setup Card page has a security filter specified for dimension 1 and the security filter action is set to Append.

• mySparkrock User Profile Card page has a different security filter specified for dimension 1.

• mySparkrock User Account Sets page has an account set with a dimension value that is different than the dimension value that is specified on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page, in the security filter for dimension 1.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page, the mySparkrock User Profile Card page, and the user account set dimension value.

General ledger accounts security filters

When a user opens a page in mySparkrock that includes general ledger account data, the general ledger security filter settings on the user's respective mySparkrock User Setup Card page are checked. Depending on whether values are specified, one of the following outcomes occurs:

• If no values are specified, the security filter settings for the user profile that is assigned to the user are checked. Depending on whether values are specified on the corresponding mySparkrock User Profile Card page, one of the following outcomes occurs:

  • If no values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is not filtered by general ledger account.
  • If values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is filtered based on the values that are specified on the respective mySparkrock User Profile Card page.

• If values are specified, the filter action setting is checked. Depending on the value of the filter action setting, one of the following outcomes occurs:

  • If the filter action setting is Override, the data on the page is filtered by the values that are specified.
  • If the filter action setting is Append, the security filter settings on the mySparkrock user profile that is assigned to the user are checked. Depending on whether values are specified, one of the following outcomes occurs:
    • If no values are specified on the respective mySparkrock User Profile Card page, the data on the page is filtered based on the values on the user's respective mySparkrock User Setup Card page.
    • If values are specified on the respective mySparkrock User Profile Card page, the data on the page is filtered based on the values on the user's respective mySparkrock User Setup Card page and the mySparkrock User Profile Card page.

Also, it is possible to have a user who has a user account set with one or more general ledger accounts that are outside of the security filter settings on the user's respective mySparkrock User Setup Card page and the mySparkrock User Profile Card page. If this situation occurs, the data that is displayed on the page based on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page security filter settings, is appended to include the data for the one or more user account set general ledger accounts. It is possible to have one general ledger account that is part of multiple user account sets.

General ledger account security filter examples

The following examples demonstrate how the data that appears on a page is filtered based on general ledger account security filters.

Example 1

Scenario:

• mySparkrock User Setup Card page does not have a security filter specified for general ledger account.

• mySparkrock User Profile Card page does not have a security filter specified for general ledger account.

• mySparkrock User Account Sets page does not have any records.

In this scenario, the data is not filtered.

Example 2

Scenario:

• mySparkrock User Setup Card page has a security filter specified for general ledger account and the security filter action is set to Append or Override.

• mySparkrock User Profile Card page does not have a security filter specified for general ledger account.

• mySparkrock User Account Sets page does not have any records or has an account set with a general ledger account that is specified on the mySparkrock User Setup Card page, in the security filter for general ledger account.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page.

Example 3

Scenario:

• mySparkrock User Setup Card page does not have a security filter specified for general ledger account.

• mySparkrock User Profile Card page has a security filter specified for general ledger account.

• mySparkrock User Account Sets page does not have any records or has an account set with a general ledger account that is specified on the mySparkrock User Profile Card page, in the security filter for general ledger account.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Profile Card page.

Example 4

Scenario:

• mySparkrock User Setup Card page has a security filter specified for general ledger account and the security filter action is set to Override.

• mySparkrock User Profile Card page has a different security filter specified for general ledger account.

• mySparkrock User Account Sets page does not have any records or has an account set with a general ledger account that is specified on the mySparkrock User Setup Card page or the mySparkrock User Profile Card page, in the security filter for general ledger account.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page. The settings on the mySparkrock User Profile Card page are ignored.

Example 5

Scenario:

• mySparkrock User Setup Card page has a security filter specified for general ledger account and the security filter action is set to Append.

• mySparkrock User Profile Card page has a different security filter specified for general ledger account.

• mySparkrock User Account Sets page does not have any records or has an account set with a general ledger account that is specified on the mySparkrock User Setup Card page or the mySparkrock User Profile Card page, in the security filter for general ledger account.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page.

Example 6

Scenario:

• mySparkrock User Setup Card page has a security filter specified for general ledger account and the security filter action is set to Append.

• mySparkrock User Profile Card page has a different security filter specified for general ledger account.

• mySparkrock User Account Sets page has an account set with a general ledger account that is different than the general ledger account that is specified on the mySparkrock User Setup Card page and the mySparkrock User Profile Card page, in the security filter for general ledger account.

In this scenario, the data is filtered based on the settings that are specified on the mySparkrock User Setup Card page, the mySparkrock User Profile Card page, and the user account set general ledger account.

Expense type, expense type category, and item category page filters

When a user opens a page in mySparkrock that includes expense type, expense type category, or item category data, the corresponding security filter settings on the user's respective mySparkrock User Setup Card page are checked. Depending on whether values are specified, one of the following outcomes occurs:

• If no values are specified, the security filter settings for the user profile that is assigned to the user are checked. Depending on whether values are specified on the corresponding mySparkrock User Profile Card page, one of the following outcomes occurs:

  • If no values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is not filtered by expense type, expense type category, or item category.
  • If values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is filtered based on the values that are specified on the respective mySparkrock User Profile Card page.

• If values are specified, the security filter settings for the user profile that is assigned to the user are checked. Depending on whether values are specified on the corresponding mySparkrock User Profile Card page, one of the following outcomes occurs:

  • If no values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is filtered based on the security filter settings on the mySparkrock User Setup Card page.
  • If values are specified on the corresponding mySparkrock User Profile Card page, the data on the page is filtered based on the values that are specified on the respective mySparkrock User Profile Card page. The security filter settings on the mySparkrock User Setup Card page are ignored.

Expense types are also filtered by the general ledger account number security settings, including the general ledger accounts that are defined for a user account set. The following list describes how expense types are filtered based on general ledger account settings:

• When the general ledger account on an expense type is blank, the expense type data is not filtered.

• When the general ledger account on an expense type is not equal to blank, for the expense type data to be displayed, the general ledger must be within the allowable values that are defined on the general ledger security filter and for the user account set.

Expense types can be within the security filter, but not within the expense type category filter. If this scenario occurs, the expense type category filter takes precedence.

Charges for purchase order and posted purchase invoice page filters

Data for pages that have charges for purchase orders and posted purchase invoice lines are not filtered.

Private templates for requisitions and payment requests page filters

Data for private templates for requisitions and payment requests are not filtered.

Data entry

To limit the values that are available during data entry for requests, security filters can be specified.

Vendors

The following filters can be specified for vendors:

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the Vendor No. Filter.

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the Vendor Posting Group Filter.

Locations

Locations can be filtered based on the values in the Location Code Filter field, on the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages. The location filter limits the locations that are available for selection when a user is specifying a location on a document. The location filter does not filter or hide documents.

Expense types

The following filters can be specified for expense types:

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the Expense Type Category Filter.

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the Expense Type Filter.

• On the mySparkrock User Account Sets page, the Account Set Code and on the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the G/L Account Filter based on the default general ledger account on the expense type.

• On the Purchases & Payables Setup page, when Allow Multiple Vendor is turned on, expense types with vendor numbers that are not within the values that are specified in the Vendor No. Filter or Vendor Posting Group Filter are filtered out.

Note

Note:
Expense types with blank categories do not appear in lookups, however, these records are displayed when you view a document.

Items

The following filters can be specified for items:

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the Item Category Filter.

• On the mySparkrock User Account Sets page, the Account Set Code and on the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the G/L Account Filter, based on the commitment general ledger account on the item.

• On the Item Card page, the Blocked for Purchasing and Blocked fields can be turned on.

Note

Note:
Items with blank categories do not appear in lookups, however, these records are displayed when you view a document.

General ledger account

The following filters can be specified for general ledger accounts:

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the G/L Account Filter.

• On the mySparkrock User Account Sets page, the Account Set Code.

• On the G/L Account Card page, the Blocked field can be turned on.

• The Type must be set to Posting.

Account set

The following filters can be specified for account sets:

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, the G/L Account Filter.

• On the mySparkrock User Account Sets page, the Account Set Code.

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, individual dimension filters.

• On the Account Sets page, the Available on Finance Requests field can be cleared.

Dimensions

The following filters can be specified for dimensions:

• On the mySparkrock User Account Sets page, the Account Set Code.

• On the mySparkrock User Setup Card page, mySparkrock User Profile Card page, or both pages, individual dimension filters.

• On the Dimensions page, the Blocked field can be selected.

Default dimensions and security

When changes are made on the mySparkrock User Setup Card page and mySparkrock User Profile Card page to the fields on the Dimensions and Defaults FastTabs, the changes are validated against the applicable fields on the Security Filters FastTab of both pages. The validations consider the append and override settings.

The following examples demonstrate how Sparkrock 365 behaves when changes are made to the fields on the Dimensions and Defaults FastTabs.

Example 1

Scenario:

• The mySparkrock User Profile Card page is set up.

• The mySparkrock User Setup Card page is set up to use the mySparkrock User Profile Card that was set up.

• Security filters are set up on both pages.

• On the mySparkrock User Setup Card page, no override filter actions are set.

• Changes are made to the Dimensions or Defaults FastTabs on the mySparkrock User Setup Card page or to the Dimensions FastTab on the mySparkrock User Profile Card page.

In this scenario, the dimensions that can be selected are filtered based on the settings on the Security Filters FastTabs of the mySparkrock User Setup Card and mySparkrock User Profile Card pages.

Example 2

Scenario:

• The mySparkrock User Profile Card page is set up.

• The mySparkrock User Setup Card page is set up to use the mySparkrock User Profile Card that was set up.

• Security filters are set up on both pages.

• On the mySparkrock User Setup Card page change the user profile to a different profile and change a dimension security filter that is assigned.

In this scenario, the values on the Dimensions or Defaults FastTabs of the mySparkrock User Setup Card page are validated. If these values are outside of the allowed values, the values are deleted from the mySparkrock User Setup Card page.

Example 3

• The mySparkrock User Profile Card page is set up.

• The mySparkrock User Setup Card page is set up to use the mySparkrock User Profile Card that was set up.

• Security filters are set up on both pages.

• On the mySparkrock User Profile Card page change the security filters.

In this scenario, a check is performed to determine how many users are linked to this profile. A message is then displayed that indicates how many users have default values for the applicable dimension, location code, or both. The message asks whether you want the existing settings to be deleted.

Budget checking

Security is applied to the budget checking information that is displayed to the user. Lines for which a user does not have access are obscured with ****, but still display to allow the user to reconcile the total and the details.

See also

Set Up mySparkrock

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