How to assign permissions to code tables so others can't make changes

Lisa Dziepak

I am trying to make a changes to code tables that will not allow others to add entries on the fly. I'm the database administrator and I can't even figure out how to change the permissions so I can make add/delete/edits. And often it seems like a change I make undoes the way I had others blocked before. It's very frustrating. Does anyone know how I can make it so only I can make changes to code tables?

Heather MacKenzie

I think that this is in Security under Admin in database view in Raiser's Edge. (If you're talking about a different software, it still might be in a similar spot, but I won't know that.) In each role, there's a checkbox for Code Tables. Unchecking it means they can't do anything at all. If it's checked and then you go into options, you can let them add/edit, etc. to only certain tables. If it's checked, and you do nothing within the options, then it give the user(s) all access to all the tables.

Lisa Dziepak

This is Altru, but it seems to be similar. Another user sent me another suggestion also so I think I'm on the right track to fix this. Thanks

Ruth Droescher

Basic access to code tables is controlled by a system role in Altru called ‘Code Tables’ - you can see all users who currently have this permission by clicking through to the system role details and viewing the ‘Users’ tab.

There is, however there is an additional step you may need to take to allow access for add/edit/delete on each specific table. From that same details window, if you click over to the ‘Code Tables’ tab, you can see the detailed list of permissions for each table - add, edit, and delete are all separate rights that can be granted or denied. You can also access this permissions window from the code tables area - just expand the details below the code table you want to edit and use the ‘Assign permissions’ task. The window that opens will allow you to update the existing code permissions by system role. Keep in mind that if you add a new code table, you will need to add this permission - there aren't default permissions assigned, even if they already have code table access. Also good to keep in mind that the ‘Deny’ permission overrides any other rights - this can be useful if there are particular user roles that should just not have a particular permission (add/edit/delete) on a specific code table, but do need access to others.

The permissions do apply to all users in the role, so I would say if you're having issues with code tables being edited incorrectly, it's best to just remove any users from the role entirely unless they absolutely need access. I find that users sometimes create entries without realizing, so this really is a user role that should be fairly restricted. I also find that by having a very limited group of users with permission to add data points in the system, it provides an opportunity to confirm that there isn't already a field or value that would work and helps keep the database a bit cleaner.

Lisa Dziepak

Yes, thank you Ruth I found a knowledgebase article that helped some and another user suggested I could create security groups that included (or not) code tables. The one thing I wasn't sure about is whether or not the assigned permissions on the specific code table itself have any bearing on a user's ability to add/edit/delete if they don't have the code tables system role.

It appears I still have to edit the assigned permissions for every code table individually.

For example, I edited the Constituent Media Link Type table to grant add/edit/delete permissions to roles Code Tables and System role Administrator. There are only two people associated with both those roles. But when I ask another coworker to attempt to add a new entry to this table from a constituent record it asks them if they want to add it even though this person has neither role. But on the code table assign permissions all the other roles are blank except the two that I granted permissions to. Is that the reason the coworker would be allowed to add to the table “on the fly” from constituent record?