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Setting Up VA Form Security

VA Form Security assigns form access plus record and attachment permissions to security groups and users. Access level controls whether a form or tab can be opened; record/attachment permissions control what can be done to records and attachments. Trimble procedure title: Set Form Security.

Before you start​

  • Keep at least one person with access to VA Form Security. Apply Form Security Settings says Global (all-company) access is required and you cannot remove the last Global administrator; the form page also says at least one person per company, with Global recommended.
  • If a company or Global is missing from Companies, you lack admin form-security for that scope.
  • If VA Security Administration is on, you may be limited to some company/module combinations even when Modules is All.
  • Read About the Interaction Between Group and User Level Security Settings before mixing group and user rows.
  • VP forms: field defs require Companies = Global; Apply text only recommends global VP access.

Steps​

1. Filter the grid​

  1. Open VA Form Security.
  2. Companies: one, many, or Global (all companies, including future ones).
  3. Modules: one, many, or All.
  4. Select By: Group # (numeric), Group Name (alpha), User, or Form. The right-hand box label follows Select By (and Modules when Select By is Form).
  5. Groups/Users/Forms: Search (case-sensitive), type-ahead by first character, or All (All after Search selects only filtered hits).
  6. Click Refresh Grid. Hierarchy depends on Select By:
    • Form: Company → Module → Form → Groups/Users
    • Group # / Group Name: Company → Module → Group → Form
    • User: Company → Module → User → Form
  7. Optional Grouping: display/filter aid (drag headers, wildcards * and %). Not security grouping. Refresh Grid again clears the grid.

Initialize Access Level is enabled only after Refresh Grid.

2. Assign the same settings to everyone in the grid (Initialize)​

  1. Filter carefully. Initialize changes every record in the grid, not only visible rows.
  2. Initialize Access Level → Initialize Security Access: set Access Level; Record Permissions Add / Update / Delete; Attachment Permissions (View Only; Add; Add, Edit; or Add, Edit, Delete). OK.
  3. Tab access level affects only multi-tab forms; other forms stay as they were.
  4. Tweak individual rows if needed (manual steps below).
  5. Click Apply. Optional Refresh Grid to clear.
  6. Re-initialize overwrites prior individual changes.

3. Assign per group or user (Manual)​

  1. Filter and expand the hierarchy.
  2. Per row: Access drop-down; Add / Update / Delete checkboxes; Attachments drop-down.
  3. Tab access only on multi-tab forms (see also VA Tab Security / Apply Tab Security Settings).
  4. Click Apply. Optional Refresh Grid.

Header/detail forms: set levels separately per section only if Allow security for this form to be maintained separately is checked in that form’s Form Properties.

Vista Web: Vista Web forms show for all users. Show Accessible Only limits the list; opening one launches a browser / Vista Web login. On the desktop, deny grays out / disables the icon in Programs; users can hide inaccessible items with Main Menu View > Display Accessible Items Only.

Online field defs cover only the filter header (Companies, Modules, Select By, Groups/Users/Forms, Grouping). Use F1 for Access, Add, Update, Delete, Attachments, Apply, Refresh Grid, and Initialize Access Level.

Hard rules​

  • Filter exactly before Initialize; it is not limited to visible rows.
  • Re-initialize wipes individual overrides.
  • Do not remove the last Global (or last required) access to VA Form Security itself.
  • Deny does not delete the program; it disables the icon.
  • Search in the selection box is case-sensitive.
  • VA Security Administration can hide company/module rows regardless of Modules = All.

Notes​

  • Related: Initialize Security Access; VA Tab Security / Apply Tab Security Settings; VA Security Administration; VA Security Groups; Form Properties; Vista Web Forms; Interaction Between Group and User Level Security Settings; User Permission Levels; View the Audit Log.