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  3. Dropdown picklists
  4. Picklists and Selective Access

Selective Access applies Read or Write access to lists and list items on a user-by-user basis.

Applying Selective Access to a list and then refining that access by applying further Selective Access to list items makes data entry easier for users: reducing the number of options to choose from; ensuring the choices are relevant to the task they are completing, and minimizing the potential for error.

For example, all the users here have Selective Access to a list. Further Selective Access has then been applied to give individual users access to a limited number of items within that list.

 

List

List item 1

List item 2

List item 3

Line item 4

User 1

User 2

User 3

User 4

User 5

User 6

User 7

There are two stages to the process of applying Selective Access to list items:

  • Apply Selective Access to the list
  • Apply Selective Access to the items in the list.

Apply Selective Access to a list

  1. In Model Settings > Lists and Rollups > General Lists, select the appropriate list, and click the Configure tab.
  2. Select the Selective Access checkbox, click OK, and Apply.
  3. Select the Grid View tab and, for each list item, click the ellipsis in the cells in the Read and Write columns to assign a username.
  4. Repeat step 3 for each list item/username combination.

Apply Selective Access to the items in the list

  1. Click the Properties tab and the Insert button to create the property on which to filter user access.
  2. Select the property and click on the ellipsis in the Format field. The Format dialog is displayed.
  3. In the Type field, select List; in the List field, select the list name; select the Filter: Selective Access checkbox; and click OK.
  4. Select the Grid View tab, and, for each list item, click the ellipsis in the cells in the Read and Write columns to assign a username.
  5. Repeat step 4 for each list item/username combination.

If the list is a composite list, assigning Read or Write access to a parent item will grant the same access to all child items. Alternatively, you can grant access on an item-by-item basis at the child item level.

The configuration in a Format field can be copied between line items in module Blueprint. Unlike Dependent filtering, which cannot be enabled in a copy action, Selective Access filtering will be enabled: it does not rely on manual intervention.