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Attachment Security

Access to attachments is controlled by three types of security. These are security enabled at the window level, security based on category assignments and security based on the status of the record. In order for any attachment to be shared among the different windows, both conditions for window-based security and category-based security have to be passed. Record status security controls attachments update limitations for journals which have been posted and budgets which have been frozen.

Security enabled at window level

For a window to have access to attachments created in other windows, it needs to have the same security enabled.

Most the windows where the Attachments feature is enabled has security that is based on set of books. The exceptions are the Enter Budget Amounts and Enter Budget Journals windows, which security is based on budget organization, and the Set of Books window, which has no security.

Set of books security is based on a singular value. All windows enabled with this security will be assigned the set of books that is associated with the record in which the attachment was created. All windows that share this set of books can access these attachments in the Document Catalog.

A budget organization is associated with each record in the Enter Budget Amount or Enter Budget Journal window. Budget organization security is based on this. Attachments that are created in these windows can be accessed in other Enter Budget Amount or Enter Budget Journal records with the same budget organization.

The Set of Books window has no security enabled. It only has access to attachments created in the Set of Books window as it does not share a common security parameter with the other windows.

Security based on Categories

If a window has been assigned a certain Category, it can access attachments classified with that same category. All windows have one or more categories assigned to it. Different windows can use the same Category assignment.

To illustrate, attachments that are classified with the Category of Organization Chart can be accessed in the Document Catalog of the Define Budget, Define Consolidation, and Define Budget Organization windows.

All attachments are classified with a Category the creator selects. When you work with a new attachment with a particular window, your choices for Categories to classify your attachments are the ones that have been assigned to that window. For example, if you create an attachment in the Enter Journals window, you can classify your record with the Category of Journal or Other. You can use this classification to determine in what other windows your attachment can be accessed.

The seeded Category assignments for windows generally coincides with the window's context, such as that of working with budgets, journals or reports. Your System Administrator can revise these Category assignments for you to tailor to your environment. New categories can also be created for you.

A Category called Other has been assigned to all windows whose security is based on set of books. This broad Category enables sharing attachments among windows based on this type of security, regardless of their functional context.

Security for posted journals and frozen budgets

When a journal has been posted or a budget has been frozen, that item is only available for viewing and updates to that record is not allowed. This same constraint applies to attachments that are associated with that journal or budget.

If you select either a posted journal or a frozen budget, you cannot add attachments to that record either through creating new ones or copying one from the Document Catalog. You also cannot delete any attachments. Additionally, for attachments of type Short Text or Long Text, the document itself is protected against changes.

See Also

General Ledger Windows with the Attachments Feature

Creating an Attachment

Deleting an Attachment

Types of Attachments

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