Record Restrictions

Record Restrictions (also referred to as Record Specific Security or Row Level Security) is a security feature available on every Platform page that empowers a trusted user to hide specific records from other users or groups of users.

Record Restrictions are on a literal record by record basis. For example, securing a Group only secures the Group record - it does not affect any related records like Group Participant.

For example, several users can have a Security Role granting them the right to the Background Checks page. However, it may be necessary to hide certain FAILED background check results from all but a handful of qualified users. Record restrictions applied to those records accomplishes this goal. Another example is the need to hide the Contact record of a celebrity who is part of the organization from most folks who can see the list of contacts.

Record Restrictions is the only security type not applied directly to Security Roles. It is applied directly to a record and the restriction is based on explicitly defined users or User Groups. The ability to secure records on a specific page is an Explicitly Secured Action. Only users with a Security Role that grants them permission to apply Record Restrictions on a specific page is allowed to do so (the Secure option currently still appears in their system, however, even if the user isn't allowed to secure records on a given page).

Record security is updated each time a user logs into MinistryPlatform. It is not updated throughout their session in case record security changes while they are working.

Applying Record Restrictions

Restricting a Group of Users
  1. Select the records to restrict.
  2. Click Secure
  3. Select Allow NOBODY except...
    • Choose a Selection (for specific Users).
    • Choose a User Group (for a dynamic group of Users).
  4. Click Save.
Allowing a Group of Users
  1. Select the records to allow.
  2. Click Secure.
  3. Select Allow EVERYBODY except...
    • Choose a Selection (for specific Users).
    • Choose a User Group (for a dynamic group of Users).
  4. Click Save.

Removing Record Restrictions

  1. Click Administration > Record Security. 
  2. Ensure you have no selections (if you do, clear them).
  3. Select the record for which you want to remove the security restriction.
  4. Change your selection drop-down to Current/Unsaved Selection.
  5. Click on Delete and confirm deletion.
Alternatively, you can:
  1. Go to the page for the record that is secured.
  2. Open the secured record.
  3. Click the Secure button.
  4. Choose the option that says Remove security for selected records.
  5. Click Save:
    • You can verify the restriction is removed by going to Administration > Record Security. The record is not listed. 

Also, the alternative method can be used on a selection of records:

  1. Go to the page for the record that is secured.
  2. Select the desired secured records.
  3. Change your selection drop-down to Current/Unsaved Selection.
  4. Click the Secure button.
  5. Choose the option that says Remove security for selected records.
  6. Click Save:
    • You can verify the restriction is removed by going to Administration > Record Security. The record is not listed. 


Keywords: Secure, Secure verb, Secure button, secure records

 

Last Modified: 4/2/2018

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