Maintain User Restrictions {GCS-11}

User restrictions on data can be entered here for the General System.

Fields in the option:

Block 1: Restriction Types

This block is for query purposes only.

Field	Type & Length	Description
Type	A4	A unique code as allocated by ITS.
Name	A30	The name of the restriction type.
Subsystem ID	A1	Identify the system ID.
Group	N3	The group number. More than one restriction type can be linked to the same group. A user may not have more than one restriction type for the same faculty / school or department and group.
Restriction	A80; display only A65	A description of the restriction definition.
Item No and Description		The item number and description is determined by the definition of the restriction and will be used in block 2.
Subsystem	A2	Supply the sub-system to which this restriction type applies.
Restriction/Access	A1	Restriction means that: when a user is not linked, the user has access: when the user is linked, the user has limited access in terms of updating data but can see all data. Access means that if a user is not linked the user won't have any access to the data. Exclusive restriction is used in Notes to restrict a note linking a specific Note Category to a specific user.
Use Sequences	A1	Must sequences be used? (Y)es or (N)o.

The following types are currently available at this option:

Type	Description	Restriction / Access
GCCC	Restrict a User to data for a classification code of the Committee.	Access
GNTC	Restrict User to specified Note category or groups to enter and view notes	Restriction
GNTE	Exclusive use to specified Note category for entering and viewing notes.	Exclusive
GNTS	Restrict User from using Notes.	Restriction

Example:

Block 2: Link User to Restriction

The restriction types in the system are predefined and are linked to specific programs. Each restriction type must also be linked to a User ID in Block 2; if a user is NOT linked to a restriction type, the restriction will NOT be applicable to the user. This Block is used to link individual users to the Restriction, Access and Exclusive Types defined above.

Field	Type & Length	Description
Type	A4	One of the Restriction Types, as displayed in Block 1, is entered here. The name will be displayed. When a restriction code is supplied, the Item Number and Description mentioned above will default automatically.
User Name	A6	This field will display when the user ID is provided in the next field.
Person Type	A1	Person radio group: P-Personnel S-Student O-Other.
User ID	N9	The user identification number that was used when this user was created under option {USERS-5}, TAB - Individual User Access Definition. It is, in many cases, the same number as the personnel number. The user code and name of the person will be displayed. Completion of this field is mandatory.
Restriction By	A30	Restrictions can be set up according to one of the following three options: Sequence Additional rules need to be provided that are set up in block 3 (Restriction Rules) and linked to the user and restriction type using the start and end sequence(s) as defined in block 3. Group Additional rules need to be provided that are set up in block 2 (Link Restriction Rules to Restriction Groups) and linked to the user and restriction types as defined in block 2. No Sequence/Group No additional rules needed A restriction type can only be linked to one of these indicators, that is sequence or group or none.
Sequence Start	N3	This field is only applicable to restriction types restricted by sequence.
Sequence End	N3	This field is only applicable to restriction types restricted by sequence.
Group	A4	This field is only applicable to restriction types restricted by group.

Example:

Block 3: Link Restriction Rules to Restriction Groups

This block is not applicable to restriction types restricted by sequence. Only restriction types that can be linked to restriction groups can be maintained in this block.

This block is used to link the Restriction Types to specific values that exist in the database to which a user will be restricted / have access to.

Field	Type & Length	Description
Restriction Type	A4	Only restriction types restricted by group from block 1.
Restriction Group	A4	A restriction group is a user defined group code as defined on the last tab of this option and only applicable to restriction types that can be applied per group.
Character Value	A128	The actual character values that exist in the database that are applicable to this restriction type and restriction group. For a restriction type, a user will thus be restricted / have access to specific data elements in the area of his/her daily work activities.

Example:

Block 4: Restriction Rules

This block is not applicable to the general system.

Some of the restriction types require more definition from the user: if necessary this must be done in Block 3 (Restriction Rules). This Block is used to link user definitions to the Restriction Types, if the definition of the type requires this (e.g. Code FGLB may require a start / end account category code as used in {FCSM-4}). This block is applicable to restriction types restricted by sequence from block1.

Field	Type & Length	Description
Type	A4	One of the Restriction Types, as displayed in Block 1, is entered here. The name will be displayed. When the restriction code is supplied, the Item Number and Description mentioned above will default automatically.
Start Sequence	N2	Each Restriction Type rule should be numbered consecutively, depending on the number of rules required per type (e.g. Code FGLB may require only sequence number 51).
Start Number	N2	The start numerical Restriction Rule.
End Number	A6	The end numerical Restriction Rule.
Character Value	N9	The alphabetical Restriction Rule. NOTE: The use of Start Number, End Number or Character Value depends on the whether sequences may be defined as per Restriction Type definition.

Example:

Block 5: Restriction Groups

A restriction group is a user defined group code and description that will be used in conjunction with the restriction type to define specific work areas that users will be able to operate within.

Field	Type & Length	Description
Restriction Group Code	A4	A user defined code.
Description	A40	A user defined description.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
13-Apr-2007	v01.0.0.0	Amanda Nell	t133488	New manual format.
06-May-2007	v01.0.0.0	Bea Swart	t133488	Change manual to be used for all restriction options, as duplicate menus.
07-Apr-2008	v01.0.0.0	Vaughn Dumas	t133488	System owner proof read.
08-Sep-2008	v01.0.0.0	Charlene van der Schyff	t152060	Edit language obtained from proof read language Juliet Gillies.
25-Oct-2008	v01.0.0.0	Charlene van der Schyff	t151378	Add person type to field and new screen image.
12-Feb-2013	v03.0.0.0	Christel van Staden	t184615	Add restriction groups