Activity Access Level Configuration

Each activity note is assigned an access level (Public is the default setting), allowing you to determine which employees will be able to access it. Activity Access Level Configuration allows you to create the desired access levels. A maximum of twenty access levels can be defined.

If, when adding a note, a user does not select an activity access level, the note will not have any security. Anyone who has access to the activity or task will be able to view notes.

You must set the security of each access level to assign activity notes to it. Creating a new access level creates a corresponding security object for it, which must be granted to any users who need access to that level. For more information, see the Activities section of Security Options - General.

1. From the Home screen, do one of the following:
   

   • Click Configure on the navigation panel.

   • Click the down arrow next to Home on the menubar and select Configure.

   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

1. • Click the down arrow to the right of the Home options bar button and select Configure.

   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Activity on the navigation panel, or Areas > Activity on the menubar.

3. Click Access Levels on the navigation panel.

You can do the following from here:

2. • Add an Activity Access Level

     1. Do one of the following:
        • Click the Add button to the left of the list.
        • Click New > Access Level on the options bar.
        • Click File, New > Access Level on the menubar.
        • Press [Insert] on your keyboard.
     2. The active language displays in the Language dropdown menu and is based on your Primary Language as set up in Regional Settings Configuration.
     3. Enter the new activity access level in the Description field on the right.
        1. If you have more than one language available, the Description you enter populates for every language.
        2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
        3. The Update matching descriptions in other languages options defaults as checked or unchecked based on your previous selection for it. The option cannot be changed during this workflow.
     4. Click Finish or press [Enter] to complete the record.
        
        Click Add to add this record and create another one.
        
        Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted: "Do you wish to discard changes?" Click Yes.

   • Edit an Activity Access Level

     1. Click to highlight the activity access level that you wish to revise in the list.
     2. Do one of the following:
        • Click the Edit button to the left of the list.
        • Click File > Open on the menubar.
        • Double click the activity access level.
        • Press [Enter].
     3. Revise the activity access level in the Description field on the right.
        1. If the Update matching descriptions in other languages option is checked and descriptions for more than one language match, any change you make to one description will be applied to the other description after you click Finish. Deselect this box if you prefer to update each description individually.
     4. Click Finish or press [Enter] to complete the record.
        
        Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted: "Do you wish to discard changes?" Click Yes.

   • Delete an Activity Access Level

     1. Click to highlight the activity access level that you wish to delete in the list.
     2. Do one of the following:
        • Click the Delete button to the left of the list.
        • Click File, Delete on the menubar.
        • Press [Delete] on your keyboard.
     3. You are prompted: "Do you wish to delete this record?" Click Yes.

   • Print the List of Activity Access Levels

     1. To print the list of the activity access levels, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print, Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. Print this list as you would any other document.