Assign rights to menu, info areas and API paths

You can restrict access to the menu, individual information areas, and API paths for user groups.

Note: You can find the API paths under System Settings - Portal Options - Interfaces - eTASK.API. Treat them like normal menu items.

In this article, as an example, a user group is created that can only maintain basic information and create new employees, whereby only the information fields with required fields are enabled in the new employee’s record.

Note: For fields within forms, permissions for reading or editing (i.e., full access) can be granted. Therefore, when selecting permissions that enable editing, the full access icon is displayed in the permissions list.

Note: To improve loading speed for larger forms (e.g., the “Rooms” or “Staff List” forms, both of which are included in the automatic groups starting with “1000-FM-Portal”), it may also be worthwhile to adjust the permissions for information areas for individual automatic groups. However, these are removed when the automatic groups are updated and must be reconfigured.

1. Create a new permission group or use an automatic group and customize it. Name it, for example, “Basic Data Maintenance.” See: 📄 Rechtegruppen anlegen IC1067

Note: You must modify the code of the automatic group if you want to use an automatic group as the basis for your custom calculation group. You must also disable the "Automatic Group" option in the calculation group. Otherwise, your customization will be deleted the next time the automatic groups are updated. See 📄 Automatikgruppen anpassen IC2634

2. In the Rights info area, click on Menu and Forms, then click on Basic Data.

3. In the footer of the Rights, Menus, and Forms information area, enable the Include Subfolders option. Then select "Full Access" from the dropdown menu to the left of the option (the Basic Data is required to enter personnel data, which is why the Personnel Data Maintenance group must have access to it). "Full Access" is displayed in the Rights column. Full access rights are also assigned to the entries below the Basic Data folder.

4. Use the plus symbols to the left of the menu entries to open Basic Data - Personnel List - Info Areas. "Full Access" is displayed in the Rights column next to the info areas. Hold down the Ctrl key on your keyboard and click on Organization and FM Portal Access Data (these are the info areas that do not contain required fields and therefore do not need to be activated to save the "Personnel List" form). A multiple selection is made.

5. In the footer of the Rights information area, select Menu and then choose “Remove Rights” from the dropdown menu. Full access rights will be removed for the selected information areas.

6. Open the Portal Control (Control Panel - Portal Options - Portal Administration - Portal Control) and click Rebuild Menu.

7. Check the rights group.

The permission group is now fully configured. Employee records load quickly and display only the approved information areas.

Note: The "Read" setting applies to both forms and information areas, meaning the element can only be viewed but not edited.