Team security

Not applicable for Accountants Office Australia

Team Security can be applied to clients, contacts or suppliers whose details you wish to keep private. Applying team security ensures that only those client partners and employees who are members of the team associated with “private” clients, contacts or suppliers can view their details.

You can select a setting within the Client/Contact/Supplier page > Responsibility tabs that enforce the team security restrictions.

Team security can only be set if:

• Users have been given the appropriate task permission to select the Apply Team Security checkbox.

(The Task permission #Client #Apply Team Security is located in Maintenance > Security > Task Permissions, which is under Product — Central and Group Description — Client.)

• Users cannot select the Apply Team Security checkbox if no team members are set up in the Team area.

(The message “You must add at least one Team member to apply Team Security” is displayed if you try to do so.)

Team security restrictions also apply to:

1. Client, contact or supplier search


All search options (i.e., New search, Append to search, New search from reports and New search from lists) will exclude private clients, contacts and suppliers from the list produced in the table if searched by a restricted user (i.e., someone who is not a member of that security team).
The same restriction applies to the following functions at the bottom of the search screen:

• Hide form when only one item found

• Search any part of name/code

• Include closed clients

2. Homepages


Clients or suppliers that have team security applied will still display in the various homepages. But, if a restricted user tries to click a private client or supplier, that user will see the error message “You do not have rights to view this contact”.

3. Client and contact reports


Several standard reports show core standing data such as client or contact names, addresses, associations and telephone numbers. These reports also provide a hyperlink that lets you go directly to the client, contact or supplier record.
The following reports have team security restrictions applied to them:

Report Area	Report name
Client	Client and Contact Addresses
	Client Contact Details
	Client Details
	Client List
Contact	Contact Details
	Contact List
	Contacts and Clients
Assignment (AE)	Assignment Billing Timetable
	Assignment List
Standing Data	Document
Maintenance	Associations

4. Mail merge


Mail merge uses the search option under client, contact or supplier to generate a list of clients, contacts or suppliers that you can generate mail merge documents for.
As team security restrictions have been applied to the search area for clients, contacts and suppliers, they will have the same effect on the mail merge option.

5. Associated contacts


Clients and contacts can be associated or linked to each other. This association enables viewing of the related contacts from either end of the relationship.
If one of the linked or associated contacts is tagged as a private contact, restricted users cannot view the contact details from within a linked client, contact or supplier.

6. (AO, New Zealand) Tax Manager

Team security can be enabled for the Find Tax Clients and Tax Notices pages.

Enabling team security in the client area (AE)

The following key enables team security in the Client area:

Related topics

Task permissions

Symbols used in security settings

Setting up task permissions

Security

Employee group security

Security group maintenance