Concept: Data Privacy Setting for Accounts
The
Data Privacy Setting
controls the way that you can reference and account value in formulas between levels. This setting provides 1 way to prevent users from writing formulas that reference data they shouldn’t have access to. Example: Should a user entering data on the Sales level be able to reference the Salary account value at the Finance level? There are 3 options for the
Data Privacy Setting
:- Value of account is private.
- Value of account is public at top level only.
- Value of account is public at all levels.
In the examples that follow, the level hierarchy looks like this:
- HQ
- HR
- Sales
- North America
- South America
- R&D
- Research
- Development
Value of Account is Private
This option is the default for all accounts. When you select this option, users can reference the account at the same level or at child levels. This option is best for accounts with highly sensitive data that needs the most protection.
Example: The user is at the Sales level referencing Acct.1, which has the
Value of Account is Private
option.Formula Segment | Validity |
|---|---|
Acct.1(level=This) | Valid because the formula references This level, the Sales level. |
Acct.1(level=North_America) | Valid because the formula references the North America level, which is a child of Sales. |
Acct.1(level=HR) | Invalid because HR isn’t a child of Sales. You could create the formula segment at the HR or HQ levels. |
Acct.1(level=Research) | Invalid because Research isn’t a child of Sales. You could create the formula segment at the HQ, R&D, or Research levels. |
Value of Account is Public at Top Level Only
When you select this option, you can reference the value of the account at:
- The same level.
- The child levels.
- The top level, which provides the roll up value of the account for all levels.
This option is best for accounts that require privacy for the details but not the rollup value. This option overrides access rules, so users who don't have level access to the top level can still reference the value in formulas.
Example: The user is at the Sales level referencing Acct.2, which has the
Value is Public at the Top Level Only
option.Formula Segment | Validity |
|---|---|
Acct.2(level=This) | Valid because the formula references This level, the Sales level. |
Acct.2(level=North_America) | Valid because the formula references the North America level, which is a child of Sales. |
Acct.2(level=HR) | Invalid because HR isn’t a child of Sales. You could create the formula segment at the HR or HQ levels. |
Acct.2(level=Research) | Invalid because Research isn’t a child of Sales. You could create the formula segment at the HQ, R&D, or Research levels. |
Acct.2(level=HQ) | Valid because any level can reference the top level, which is HQ in this example. |
Value of Account is Public at All Levels
When you select this option, you remove all restrictions. This option is best for accounts that don't require any protection. Keep in mind that this option overrides access rules. Example: You can use formulas to reference levels that you can't access.
Exception with Assumption Accounts
The
Data Privacy Setting
doesn't apply to assumption accounts. Assumption accounts always function as though they have the Value of account is public at top level only
option. Access Rules and Data Privacy Setting
Both of the public options for the
Data Privacy Setting
overrides access rules. Users who don't have access to levels can reference the data stored in those levels in formulas. Being able to reference the data exposes the data.