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Adaptive Planning
Last Updated: 2023-06-23
Calculate the Access of Users

Calculate the Access of Users

The user access calculator can help you understand a user's access based on the access rules and version access settings.

Prerequisites

Security:
Users.

Navigation

Navigation Icon5.png From the nav menu, go to
Administration
>
User Access Calculator
.

Dimension Lists

There's a list for
Levels
,
Accounts
,
Versions
, and each custom dimension in your model, regardless of whether or not you secured them for access rules.
Before clicking
Calculate
, you must:
  • Select a version to calculate the version access controls for the user, which supersedes access rules.
  • Select a value from each secured dimensions. This calculates the access rules.
  • Select any other dimension values that aren't secured. This could include accounts and any custom dimensions. This has no affect, but is still required to proceed.

Check Access to a Coordinate

With this method, the calculator tells you what kind of access the user has to a particular coordinate.
  1. Select a username from the
    User
    drop-down list.
  2. Click a value from each of the lists.
  3. For
    Mode
    , click
    Single Coordinate
    .
  4. Click
    Calculate
    .
The pop-up window describes the access of the user.

Check Access to a Single Dimension

With this method, the calculator tells you what values the user has some access to for the specific dimension. From here you can pivot your calculations to get the specific coordinates.
  1. Select a username from the
    User
    drop-down list.
  2. For
    Mode
    , click
    Single Dimension.
  3. From the
    Single Dimension
     prompt that appears, select the dimension you want to calculate. Example: Select
    Account
    if you want to see all the accounts the user can access somewhere.
  4. Click a value from each of the dimension lists. Selecting dimensions from the list that you're searching, has no affect, but is still required. Example: If you selected
    Account
    from the prompt, you must click some account from the account list. The results still show all the accounts the user can access.
  5. Click
    Calculate
    .
The pop-up window shows a table. In the
Name
column is a list of all the values the user has access to for the single dimension you selected from the prompt. Example: If you selected
Account,
 you see a list of all the accounts the user has access to at some intersection in the
Name
column. In the
Access
column you see what type of access the user has to the account at the other coordinates you selected from the lists.

Example: Pivot Single Dimension Calculations

Example: Your model secures levels and accounts.
Level Structure
Account Structure
HQ
  • Sales
  • Marketing
  • G&A
  • Revenue
  • Expenses
  • Invetntory
Your level structure:
You want to figure out User1's access.
Find Any Accessible Levels
  1. Select
    User1
    from the
    User
    drop-down list.
  2. Click
    Single Dimension
    and select
    Level
    from the
    Single Dimension
     prompt.
  3. Click any level from level list, and any version from the version list.
  4. Click
    Revenue
    from the account list.
The results are:
Name
Access
Sales
None
Marketing
None
You see that the user has
  • Some kind of access to 2 levels in the entire model: Sales and Marketing.
  • No access to either level at the Revenue account.
Find Accessible Accounts at the Sales Level
Your next step is to find the accessible coordinate for those 2 levels. You could:
  • Click through the account list and recalculate for each account.
  • Pivot your search.
To pivot:
  1. Select
    Accounts
    from the
    Single Dimension
    prompt because you already know all the levels User1 can access.
  2. From the level list,
    click
    Sales
    because you already know User1 has access to
    Sales
    .
  3. Leave the other list selections as-is.
  4. Click
    Calculate.
The results are:
Name
Access
Expense
Write
Inventory
Read
You now know User1's access at the Sales level and all the accounts the user can access at some level:
  • Access only 2 accounts in the entire model at some level: Expense and Inventory.
  • Change data at Expense and view data at Inventory for the Sales level.
Find Accessible Accounts at the Marketing Level
  1. Click
    Marketing
    from the level list.
  2. Leave everything else as-is.
The results are:
Expense
Write
Inventory
None
You now see that at the Marketing level User1 has only change data in 1 account, Expense.
You now know all User1's access:
  • Change data in Expense
    at the Sales
    and Marketing
    levels
  • View Inventory
    at the Sales
    level.

Access Calculation Results

The resulting access is a combination of both access rules and version access controls. Version access control are defined in the version settings. Version access controls supersede access rules.
Calculator Results
Meaning
Reasons
WRITE
Can add and change data, splits, modeled sheet rows, and details.
Can add cell notes.
BOTH:
  • Access rules:
    Edit
     access
  • Version
    Access Control
    :
    Full Access
READ_EXCEPT_NOTES
Can view data, splits, modeled sheet rows, and details.
Can add notes.
BOTH:
  • Access rules:
    Edit
     access
  • Version
    Access Control
    :
    Locked Except Notes
OR BOTH:
  • Access rules:
    Full View
     access
  • Version
    Access Control
    :
    Full Access
OR BOTH:
  • Access rules:
    Full View
     access
  • Version
    Access Control
    :
    Import and Notes Only
OR BOTH:
  • Access rules:
    Full View
     access
  • Version
    Access Control
    :
    Locked Except Notes
READ
Can view data, splits, modeled sheet rows, and details.
Can't add notes.
BOTH:
  • Access rules:
    Full View
     access
  • Version
    Access Control
    :
    Locked
     or
    Visible
OR BOTH:
  • Access rules:
    Edit
     access
  • Version
    Access Control
    :
    Locked
     or
    Visible
READ_NOSPLITS_WRITENOTES
Can't view splits, modeled sheet rows, or details.
Can add cell notes.
BOTH:
  • Access rules:
    Limited View
     access
  • Version
    Access Control
    :
    Full Access
OR BOTH:
  • Access rules:
    Limited View
     access
  • Version
    Access Control
    :
    Import and Notes Only
OR BOTH:
  • Access rules:
    Limited View
     access
  • Version
    Access Control
    :
    Locked Except Notes
READ_NOSPLITS
Can view data.
Can't view splits, modeled sheet rows, or details.
Can't add cell notes.
BOTH:
  • Access rules:
    Limited View
     access
  • Version
    Access Control
    :
    Locked,
     or
    Visible
NONE
Can't view or change data.
EITHER:
  • Access rules do not grant any access to selected coordinates
  • The
    Access Control
     for the selected version is set to
    Hidden
     for the user
IMPORT_AND_NOTES
Can change data only through imports.
Can view the data, splits, modeled sheet rows, and details.
Can add notes.
BOTH:
  • Access rules:
    Edit
     access
  • Version
    Access Control
    :
    Import and Notes