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Permissions and Visibility in the EUI

User permissions determine which elements on the EUI are visible to each user. Oftentimes, you may have several groups of users, and you want the different groups to see different elements on the interface. In other cases, you may want the same user to see different parts of a record based on the the page they're viewing. For example, when a user is submitting a support case, you might not show the Created By field because it isn't relevant. In either case, understanding how permissions control visibility in the EUI can help you create an interface that suits your needs.

Prerequisites

Before making changes to the EUI, we recommend that you have a basic understanding of the following topics:

For more information on HTML and CSS, visit W3 Schools.

Controlling Visibility

The interface that a user sees depends on two factors:

  • Their group permissions.
  • The status of a table or menu tab in the translation.properties file. Tables and menu tabs can be turned on if their value is Yes and turned off if their value is No. If a table or menu tab is not turned on, end users will not see it, regardless of their permissions.

To illustrate this, the three images below show the home page contents for three different users: one in the Admin group, one in the Document Creator group, and one in the Customer group. Each user sees a different interface based on their permissions. Notice that not even the user in the Admin group sees the Change Requests or Tasks tables, which are turned off in these examples.

A user in the Admin group sees six tables and sets of links:

A user in the Document Creator group sees four tables and sets of links:

A user in the Customer group sees two tables and sets of links:

Control Visibility with Permissions

When users log in, the system checks their group permissions and uses the $ewPermission.table method to determine which EUI elements they see. This method requires two parameters, the logical table name and the permission type, which take the form $ewPermission.table("table","permission"). For example, $ewPermission.table("case","view_own") returns “true” if the currently logged in user user has permission to view their own records in the Support Cases table.

The logical table name might be different from the table name that's displayed. To find the logical table name, open the Table wizard for the desired table and check the General tab.

You can insert the $ewPermission.table method in a conditional that surrounds an element, such as a link or menu item. Conditionals are used throughout the records in the EUI Templates table to dynamically control element visibility based on group permissions. For example, consider the following conditional:

#if ($ewPermission.table("case","view_own"))
	<li><a href='#ew_forward("my_supportcases.html")'>$ewText.get('menu.view.mysc')</a></li>
#end

If the user has permission to view their own records in the Support Cases table, the system shows the user a menu item to view a page containing support cases that they own.

To control which permissions control the display of an element:

  1. In the EUI Templates table, open the desired template file.
  2. Find the method that relates to the relevant table and element.

  3. Edit the permission in the second parameter, or add a logical operator to expand the conditional. For a complete list of permission types, see Permission Parameters below. For more information on conditionals and the available logical operators, see Macros, Methods, and Conditionals.
  4. Click Save.
  5. View the EUI page with the relevant user to verify that the element visibility is working as intended.

Control Visibility with translation.properties

The translation.properties file in the EUI Templates table controls the global visibility for tables and menu tabs by turning on or turning off specific tables and tabs. For users to see a table or menu tab in the EUI, it must be turned on in translation.properties. To prevent all users from seeing a table or menu tab, you can turn it off.

Th translation.properties file has alternate versions for other languages, which allow for a multilingual environment. If your KB is available in multiple languages, be sure to update the keys in each translation file when making changes. For more information on localization and the EUI, see Text and Localization in the EUI.

Table visibility is controlled near the top of the template file, and menu tab visibility is controlled just below the table visibility section. If the show.[table.or.tab] key is set to Yes for a given table or tab, then it's included in the interface for those users with permission to view it. If show.[item] is set to No, it's not shown on the home page or navigation menu to any users, regardless of their permissions.

To control global visibility for tables and tabs:

  1. In the EUI Templates table, open translation.properties.
  2. Set the relevant table and menu tab keys to Yes or No.
  3. Click Save.
  4. If other languages are in use, open any other versions of translation.properties and repeat the process.
  5. View the EUI to confirm that changes have taken effect.

Keep in mind that whether a user can actually view a table or the items within a tab still depends on the user’s group permissions.

Permission Parameters

The table below lists the most common permission-based parameters for use with the $ewPermission.table method. Each of these values corresponds to a permission setting in the Table Permissions wizard.

Permission Type

Description

create

Create records in the table

edit_own

Edit their own records in the table

e_own_with_ssearch

Edit only their own records matching a saved search

delete_own

Delete their own records in the table

view_own

View their own records in the table

v_own_with_ssearch

View only their own records matching a saved search

view_others

View other people’s records in the table

v_oth_with_ssearch

View only others’ records matching a saved search

view_faq

View FAQs from the table

view_faq_with_ss

View only FAQs matching a saved search

The table below lists the complete list of permission-based parameters.

 $ewPermission.table Complete Parameter List
 Permission TypeDescription
Record Permissions

create

Allow user to create a new record

delete_own

Allow user to delete own records

delete_others

Allow user to delete others’ records

mass_delete

Allow user to delete multiple records

dele_oth_if_pub_y

Delete others’ records if published field is yes

massedit

Allow user to perform mass edit

import_multiple

Allows import of multiple records from a file

export_multiple

Allows export of multiple records to a file

link_multiple_recs

Link multiple records using the Link menu

print_recs

Print records using the printer icon

View and Edit Permissions

view_own

Allow user to view own records

view_others

Allow user to view others’ records

view_own_if_pub_y

View own records if published field is yes.

view_oth_if_pub_y

View others’ records if published field is yes.

edit_own

Allow user to edit own records

edit_others

Allow user to edit others’ records

Saved Search Permissions

mod_own_s_searches

Allow user to modify/delete saved searches that they created

mod_all_s_searches

Allow user to modify/delete all saved searches

mod_own_s_views

Allow user to modify/delete saved views that they created

mod_all_s_views

Allow user to modify/delete all saved views

mod_own_s_reports

Allow user to modify/delete saved reports that they created

mod_all_s_reports

Allow user to modify/delete all saved reports

pub_s_reports

Allow user to publish saved reports

v_own_with_ssearch

View own entries that satisfy the saved search

v_oth_with_ssearch

View others’ entries that satisfy the saved search

e_own_with_ssearch

Edit own entries that satisfy the saved search

e_oth_with_ssearch

Edit others’ entries that satisfy the saved search

d_oth_with_ssearch

delete others’ entries that satisfy the saved search

acc_oth_ss

Allow access to others’ saved searches

acc_oth_ss_py

Allow access to others’ saved searches if Published=Yes

FAQ Permissions

view_faq

Allow user to view FAQs

view_faq_with_ss

View FAQs that satisfy the saved search

Table Permissions

ed_rec_tab_view

Edit records from table view

omit_table_label

Allow user to set show label on view/editing on General tab

copy_recs

Copy $table-label-plural

show_in_main_tabs

Allow user to see it in main tabs

allow_sel_ed_flds

Allow user to select editable fields in view they can edit

apply_to_subtabls

Apply changes to subtables (in groups wizard)

apply_all_to_subtabls

Apply everything to subtables (in groups wizard)

Custom Report Permissions

create_calendar

Create calendar records on specific subtype

c_cal_with_ssearch

Create calendars on records that satisfy the saved search

view_own_calendar

View own calendar entries

v_own_cal_with_ssearch

View own entries that satisfy the saved search

view_others_calendar

View other peoples’ calendar entries

others_cal_with_ssearch

View other peoples’ entries that satisfy the saved search

edit_own_calendar

Edit own calendar entries

e_own_cal_with_ssearch

Edit own entries that satisfy the saved search

edit_others_calendar

Edit other peoples’ calendar entries

e_others_cal_with_ssearch

Edit other peoples’ entries that satisfy the saved search

delete_own_calendar

Delete own calendar entries

d_own_cal_with_ssearch

Delete own entries that satisfy the saved search

delete_others_calendar

Delete other peoples’ calendar entries

d_others_cal_with_ssearch

Delete other peoples’ entries that satisfy the saved search

Email Permissions

view_comm_from

View outgoing email address FROM

edit_comm_from

Edit outgoing email address FROM

view_comm_replyto

View send-back email address REPLY-TO

edit_comm_replyto

Edit send-back email address REPLY-TO

create_comm

Create a communication record linked to the given subtype

Email Template Permissions

mod_own_eml_tmpl

Allow users to modify/delete own email templates

mod_all_eml_tmpl

Allow users to modify/delete all email templates

viewsend_own_eml_tmpl

Allow viewing/sending only their own email templates

viewsend_ownpublished_eml_tmpl

Allow viewing/sending own and published email templates

viewsend_ownpublished_eml_tmpl

Allow viewing/sending own and published email templates

viewsend_all_eml_tmpl

Allow viewing/sending of all email templates

publish_eml_tmpl

Allow user to publish email templates

Print Template Permissions

cr_mod_own_ptmpl

Create/modify own print templates

cr_mod_all_ptmpl

Create/modify all print templates

use_all_ptmpl

Use all print templates

use_ownpub_ptmpl

Use/own/publish print templates

can_pub_ptmpl

User can publish print templates

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