Defining Definition Access Sets

To create a Definition Access Set, perform the following steps.

To create a Definition Access Set:

  1. Navigate to the Definition Access Set window.

  2. Enter a Name and Description. You cannot modify or delete the Name once it is saved.

    Suggestion: You can initially create a Definition Access Set that has no associated definitions. While subsequently creating a definition, you can secure it by choosing the Definition Access Set from the List of Values in the Definition's Assign window.

    Suggestion: For ease of maintenance, consider a naming convention for your Definition Access Sets that group similar definitions together. For example, you can create a Definition Access Set that groups similar definitions together, such as all of your FSG components. Alternatively, you can create definition access sets that group definitions by privileges, such as Use, View, and Modify privileges. Because you can have an unlimited number of Definition Access Sets assigned to a responsibility, a good naming convention prevents confusion as you secure more definitions in the future.

  3. (Optional) From the Definitions region, you can add definitions to the Definition Access Set. To do so, choose a Definition Type and Name from the List of Values. Only definitions that have been secured with the Enable Security checkbox checked in the definition window will be available.

  4. Assign one or more privileges to the definition:

    Use: The definition can be used.

    View: The definition can be viewed.

    Modify: The definition can be viewed and modified. View defaults automatically.

    See Table 1 - 21 for more information on Use, View, and Modify access.

  5. Repeat steps 3 and 4 to add more definitions to the Definition Access Set.

  6. Save your work.

  7. Navigate to the Definition Access Set Assignments window to assign a Definition Access Set to a Responsibility.

  8. Select a General Ledger Responsibility that will be assigned to the Definition Access Set .

  9. In the Assignments region, choose one or more Definition Access Sets to assign.

    Note: The definition access sets you assign will appear in the list of values in the Assign window when securing each definition in their respective definition window.

  10. (Optional) Enable the AutoAssign checkbox to automatically have definitions created by responsibility assigned to the Definition Access Set. If you enable AutoAssign, you must choose default privileges for those responsibilities. Specify one or more AutoAssign Privileges for the Definition Access Set: your choices are Use, View, and Modify.

    Note: You will be able to override the privileges when securing the individual definitions if you have the Assign Access button available in the respective definition window.

    If the Assign Access function has been excluded for this definition from your responsibility, the button will not appear in the respective definition window.

    The following table lists General Ledger definitions that can be secured and explains what Use, View, and Modify access mean for each definition.

    General Ledger Definitions

    Definition Use Access View Access Modify Access (with View Access)
    Accounting Calendar N/A View calendars in the Accounting Calendar window. Modify calendars.
    AutoAllocation Generate and Schedule AutoAllocation Sets. View AutoAllocations in the AutoAllocation Workbench window. Modify AutoAllocationSets.
    AutoPost Criteria Set Generate or schedule AutoPost Criteria Sets. View AutoPost Criteria Sets in the AutoPost Criteria Sets window. Modify AutoPost Criteria Sets.
    Budget Formula Calculate Budget Amounts from the Calculate Budget Amounts window.
    Calculate/schedule Budget Amounts from the Define Budget Formula window if combined with View privilege.     		View the Budget Formula in the Define Budget Formula Window. Modify Budget Formulas.
    Budget Organization Use Budget Organizations when entering budget amounts or journals. View Budget Organizations in the Define Budget Organization window. Modify Budget Organizations.
    Chart of Accounts Mapping Assign the mapping to Consolidations. View mappings in the Chart of Accounts Mapping window. Modify Mappings.
    Consolidation Definition Use Consolidation definitions in the Consolidation Transfer window.
    Assign Consolidation Definitions to Consolidation Sets.     		View Consolidation definitions in the Consolidation Definition window that can also be accessed from the Consolidation Sets window. Modify Consolidation definitions in the Consolidation Definition window that can also be accessed from the Consolidation Set window
    Consolidation Sets Use Consolidation Sets in the Transfer Consolidation DataSet window. View Consolidation Sets in the Consolidation Set window. Modify Consolidation Sets.
    Elimination Sets Generate Elimination Sets. View Elimination Sets in the Elimination Sets window. Modify Elimination Sets.
    FSG Report Submit FSG reports regardless of access to FSG components.
    Assign FSG Reports to a Report Set.     		View FSG Reports in the Define Financial Reports window. Modify FSG reports
    FSG Report Components Assign FSG components to a FSG Report. View FSG components in their respective definition windows. Modify FSG components in their respective definition windows.
    FSG Report Set Submit the Report Set regardless of the privileges to the reports in the set. View the Report Set definition in the Financial Report Set window. Modify Report Sets.
    Journal Reversal Criteria (AutoReversal) N/A View Journal Reversal Criteria in the Reversal Criteria window. Modify Journal Reversal Criteria.
    Ledger Set Use or assign Ledger Sets to Data Access Sets or another Ledger Set. View Ledger Sets in the Ledger Set window. Modify Ledger Sets.
    MassAllocation Generate MassAllocations and assign them to AutoAllocation Sets.
    If combined with the View privilege, you can generate/schedule MassAllocations from the Define MassAllocation window.     		View MassAllocations in the Define MassAllocation window. Modify MassAllocations.
    MassBudget Generate/schedule MassBudgets and assign them to AutoAllocation Sets.
    If combined with the View privilege, you can generate/schedule MassBudgets from the Define MassBudget window.     		View MassBudgets in the Define MassBudget window. Modify MassBudgets.
    Rate Type Use or assign the rate type when entering journals, defining MassAllocations, or running Revaluations. View Rate Type in the Conversion Rate Types window.
    View rates associated with Rate Types in the Daily Rates window.     		Modify Rate Types.
    Create, update, and delete rates associated with the Rate Types in the Daily Rates window.
    Recurring Journal Generate Recurring Journals and assign them to AutoAllocation Sets.
    If combined with the View privilege, you can generate/schedule Recurring Journals from the Define Recurring Journal window.     		View Recurring Journals in the Define Recurring Journal window. Modify Recurring Journals.
    Revaluation Generate Revaluations and assign them to Request Sets. View Revaluations in the Define Revaluation window. Modify Revaluations.
    Transaction Calendar N/A View Transaction Calendars in the Transaction Calendar window. Modify Transaction Calendars.