---
title: "05. Advanced/User-Defined Permission Management"
slug: "05-advanceduser-defined-permission-management"
updated: 2024-01-25T19:35:39Z
published: 2024-01-25T19:35:39Z
canonical: "wiki.cobblestonesoftware.com/05-advanceduser-defined-permission-management"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 05. Advanced/User-Defined Permission Management

### **05. Advanced/User-Defined Permission Management**

**Advanced/User-Defined Permission Management**

Advanced Permissions allows for the creation of custom permissions that can be assigned to security groups or to individual employees. Advanced permissions management is only accessible by system administrators for defining the various permissions. Any permissions created through the advanced permission management can be assigned directly to employee records and/or to security groups in the same way that out-of-the-box permissions are assigned.

**Creating a User-Defined Permission**

1. Navigate to **Manage/Setup** - **Manage User Permissions**. A list of all Permissions displays.

![Manage User Permissions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/1(303).png)

On the **Manage Permissions** screen, options to **Delete** (only custom-configured permissions) and **Manage** are available. Also displayed are the **Permission Name**, the **Table/Area** to which the permission applies, the **Action Type**, if the permission is **Active**, if it is a **System** permission, and the date on which the permission was **Created**. To assist with location of a permission, any of those displayed items can be used for filtering.

2. Click **Create New Permission** on the Side Menu to begin setting up a new custom permission.

![Create New Permission](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/2(229).png)

2. Provide a name for the Permission. Establishing a naming convention is important to help keeping track of permissions created, having a brief description, and locating them for use.

3. Set **Active** to True to enable to use of the permission.

![Paramaters for Permission](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/3(172).png)

4. Select an **Action Type** from the choices of **Create / Add**, **Delete / Remove**, **Read / View**, and **Update / Edit**.

![Action Type](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/4(128).png)

5. Select the **Table/Area** to which the Permission applies.

![Table/Area](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5(84).png)

For example, we could create a permission to allow some users to view records of a certain type.

![Permission Details](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/6(62).png)

6. To extend the permission being created to a sub-table, mark the **Extend X Permissions to Sub-Table** (where x is the action type).

7. Click **Save Permission**.

8. The screen refreshes and the **Rules & Conditions** area appears. If making changes to the **Permission Details**, click **Save** **Permission** when done.

![Set Conditions appears](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/7(46).png)

**Setting Rules & Conditions**

Rules and Conditions can be established for user-defined permissions to limit when they apply.

1. Click **Set Conditions**.

2. The **Manage Permission’s Rules and Conditions** pop-up window displays. Like many other areas of the system, a Filters & Conditions area displays. This area has a few options:

![Rules & Conditions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05.-advanceduser-defined-permission-management-image-r4mqraug.png)

A. **Logical Switch**: Select And or Or to define the condition group’s function.

B. **Add Expression**: Click the **Add Expression icon** to add a single new logical expression for the selected Expression Group.

C. **Add Expression Group**: Click the **Add Expression Group icon** to add a new Expression Group with its own Logical Switch.

D. **Delete Expression or Expression Group**: Click the **X** icon to remove the individual Expression or Expression Group.

3. If setting rules, each Expression Group must contain at least one Expression. Click the **Add Expression icon**.

4. Select the table and field for the rule.

5. Select the logical expression for evaluation.

6. Enter the string for the logical expression’s evaluation.

![Rules & Conditions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05.-advanceduser-defined-permission-management-image-69i44x2m.png)

In the example above, we set the table and field to tblContractType.TypeName, the logical expression to EqualTo and the evaluation criteria to the specific type name, Vendor Buying Agreement to provide read access to specific individuals or security groups for the contracts of the Vendor Buying Agreement type.

7. Click **Save** to save the rule/condition.

8. A message stating Filters & Conditions Saved Successfully displays. Click the **X** in the corner to close the pop-up window.

![Rules & Conditions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05.-advanceduser-defined-permission-management-image-pb387x7g.png)

9. When returning to the **Manage Permissions** screen, the rule/condition(s) display.

![Rules & Conditions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05.-advanceduser-defined-permission-management-image-yymu6747.png)

**Applying the User-Defined Permission**

1. Navigate to the desired security group or individual employee permission list.

2. Find and select the user-defined permission. Permission display in alphabetical order, so keeping a consistent naming convention is important.

![User Defined Permission](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/8(11).png)

3. Click the left-facing arrow to add the permission to those assigned.

**Notes:**

1. User-defined permissions can be created for sub-tables. If not extending permissions to a sub-table, such may be necessary for some users.

![Permission Details](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/8(35).png)

2. Best practice dictates testing of all user-defined permissions to ensure desired functionality before applying them to users.

3. Use extreme caution if building and applying user-defined permissions! Conflicts and undesired results may occur due to missing permissions or conflicting rules. CobbleStone® recommends working with a CobbleStone® Implementation Specialist before creating and applying such permissions for the first time.

![Permissions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05.-advanceduser-defined-permission-management-image-24eiggqx.gif)