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Setting Up VA Data Security

VA Data Security Setup secures datatypes and tables (record-level security) so unauthorized users cannot view or post to companies, jobs, contracts, CM accounts, and employees, or reach sensitive data through other sources. Trimble procedure title: Securing Datatypes. Grant other groups in VA Data Security Access after setup. Inquiry security is a separate sibling under Inquiries & Messages.

Before you start​

  • Know which datatype to secure and which tables should apply security.
  • Prefer a Default Security Group. If blank, you can still save but must assign access manually in VA Data Security Access.
  • Plan to run VA View Generator after table selection so security becomes active.

Steps​

  1. Open VA Data Security Setup.
  2. Datatype: enter or F4.
  3. Check Secure Datatype.
  4. Default Security Group: auto-grants that group access to any new instance. Leave blank only if you will assign everything in VA Data Security Access.
  5. Save. Dialog: update all instances of this datatype with the new default security group?
    • Yes: each applicable instance gets that default.
    • No: security group is set blank on each applicable instance; assign manually in VA Data Security Access.
  6. Secure Tables tab: check Apply Security for each table that needs security. The system marks Not Synchronized until views are regenerated.
  7. Regenerate Views → VA View Generator. After you close it, Secured is checked on tables that were unsynchronized (datatype security active).
  8. Use VA Data Security Access for any other security groups.

Secure Tables lists every table with that datatype, plus Instance Column (field name) and Qualifier Column (generally company). Display names can differ by form (example: datatype bEmployee may show as Employee on one form and Contact Name on another).

Hard rules​

  • Add/change/delete in this program writes an audit row to HQMA. View via HQ Audit Detail.
  • bEmployee: do not check Apply Security for table bEMEM (instance Operator). That hides Show Basis in EM Process Cost Allocations when the equipment’s Operator is one the user cannot access, so the user cannot create the allocation batch. Then run Regenerate Views.
  • Changing the default: Yes updates only instances whose group matches the previous default or is blank. Other instances stay. It does not change extra security on JC Jobs (Security Group), JC Contracts (Security Grp), or PR Group Master (Group Security tab).
  • Application Role Security on: views grant modification access to users logged in through the system. Off: views grant all permissions, including third-party tools (Access/Excel). Form purpose text says third-party access is blocked; that only holds when Application Role Security is configured accordingly (see VA Application Role Security).
  • Blank Default Security Group: a missing-default message can appear, but the record can still be saved.

Notes​

  • Related: VA Data Security Access; VA View Generator; VA Application Role Security; VA Security Groups; HQ Audit Detail / HQMA; VA Data Security Purge (same area).
  • Field defs cover Apply Security, Datatype, Default Security Group, Secure Datatype.