Team security

Not applicable for Accountants Office Australia

Team Security can be applied to clients, contacts or suppliers whose details you wish to keep private.

Applying team security ensures that only those client partners and employees who are members of the team associated with “private” clients, contacts or suppliers can view their details.

You can select a setting within the Client/Contact/Supplier page > Responsibility tabs that enforce the team security restrictions on individual contacts.

If any employee has Full Assignment Access ticked on the Main tab of their employee record, this will also give the employee access to these 'private' clients.

Team security can only be set if:

• Team Security has been configured

• Users have been given the appropriate task permission to select the Apply Team Security checkbox.
  
  

Users cannot select the Apply Team Security checkbox if no team members have been added in the Contact/Client/Supplier > Responsibility > Team area. The message “You must add at least one Team member to apply Team Security” is displayed if you try to do so.

Team security restrictions also apply to:

1. Client, contact or supplier search
   All search options (i.e., New search, Append to search, New search from reports and New search from lists) will exclude private clients, contacts and suppliers from the list produced in the table if searched by a restricted user (i.e., someone who is not a member of that security team).
   The same restriction applies to the following functions at the bottom of the search screen:

   • Hide form when only one item found

   • Search any part of name/code

   • Include closed clients

2. Homepages
   Clients or suppliers that have team security applied will still display in the various homepages. But, if a restricted user tries to click a private client or supplier, that user will see the error message “You do not have rights to view this contact”.

3. Client and contact reports
   Several standard reports show core standing data such as client or contact names, addresses, associations and telephone numbers. These reports also provide a hyperlink that lets you go directly to the client, contact or supplier record.
   The following reports have team security restrictions applied to them:

   Report Area	Report name
   Client	Client and Contact Addresses
   	Client Contact Details
   	Client Details
   	Client List
   Contact	Contact Details
   	Contact List
   	Contacts and Clients
   Assignment (AE)	Assignment Billing Timetable
   	Assignment List
   Standing Data	Document
   Maintenance	Associations

4. Mail merge
   Mail merge uses the search option under client, contact or supplier to generate a list of clients, contacts or suppliers that you can generate mail merge documents for.
   As team security restrictions have been applied to the search area for clients, contacts and suppliers, they will have the same effect on the mail merge option.

5. Associated contacts
   Clients and contacts can be associated or linked to each other. This association enables viewing of the related contacts from either end of the relationship.
   If one of the linked or associated contacts is tagged as a private contact, restricted users cannot view the contact details from within a linked client, contact or supplier.

6. (AO, New Zealand) Tax Manager
   Team security can be enabled for the Find Tax Clients and Tax Notices pages.