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Access Rules

Control who can see what based on their role, department, or relationship to the data.

Overview​

Access Rules allow you to define granular data visibility based on specific conditions. While basic module permissions control entire areas (e.g., "Can access Projects"), Access Rules provide conditional logic (e.g., "Can only access Projects where I am the Project Manager").

How Access Rules Work​

Access rules act as a filter on top of your module permissions. You can define rules for specific system records (Projects, Tasks, Budgets, etc.) using the following logic:

Access Levels​

For each rule, you can set the rights for:

  • Read: All, Own Records, or None
  • Write: All, Own Records, or None
  • Delete: All, Own Records, or None

Note: Write and Delete rights depend on your Read selection. For example, if you set Read to "None," Write and Delete are automatically disabled.

Rule Conditions​

Rules match data based on fields and attributes. Common conditions include:

  • User matches record field: e.g., "User is Project Manager"
  • User field equals value: e.g., "User Department is 'Finance'"
  • Record field equals value: e.g., "Project Status is 'Active'"
  • Numeric comparison: e.g., "Budget is greater than $1,000,000"

Creating an Access Rule​

Step 1: Open Role Settings​

  1. Navigate to Users & Roles.
  2. Go to the Roles tab and select the role you wish to modify.

Step 2: Select a Module​

  1. Click the Access Rules tab.
  2. Click Add Module to select which part of Compass you want to apply rules to (e.g., Projects).

Step 3: Configure the Rule​

  1. Click Add New Rule.
  2. Title: Give the rule a descriptive name (e.g., "Regional Managers - North").
  3. Rights: Select the Read, Write, and Delete access levels.
  4. Match: Choose if All conditions must match or Any condition is sufficient.
  5. Conditions: Define one or more conditions using the field selectors.
  6. Note: Add an internal description for other administrators.
  7. Click Create.

Managing Rules​

  • Modules: Rules are organized by module. Use the tabs at the top of the Access Rules screen to switch between modules.
  • Search: Use the search bar in the rules table to find specific rules by title.
  • Editing: Click the Edit (pencil) icon to modify an existing rule.
  • Deleting: Click the Trash icon to permanently remove a rule.

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