Data Access Restriction
Access to data in Policies needs to be restricted based on user authorizations for several reasons. These reasons include privacy (secret addresses) and user skill level. This document describes the features that are provided by the Policies data access restriction solution.
Concepts
This section describes general aspects of data access restrictions.
Data access restrictions are based on the use of access restrictions. An access restriction can be specified for a record or item of information to restrict access to it. Access restrictions behave as 'security labels' that can be attached to records. For example:
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The person record of Bob could be labeled with the 'SECRET' access restriction.
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The person record of Jane could be labeled with the 'TOP_SECRET' access restriction.
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The person record of John could have no access restriction specified.
When an access restriction is specified for a record or other information item, that record or information item is said to be restricted. So if records had access restrictions as indicated above, both Bob and Jane would be restricted while John would be unrestricted.
Access labels are implemented as access restrictions of a certain type. For example, for person records, access restrictions of type 'Person details' are used.
See User Access Restriction Model in the Security Guide for a complete description of access restrictions and possible types.
A user can only access a restricted item when he has been granted access to the access restriction (via a role). For example, if only the 'SECRET' access restriction has been granted to user Philip, he can access the person record of Bob and John whereas he cannot access the person record of Jane.
The following diagram provides an overview of the end-to-end chain that gives a user access to a record of an Policies entity that is protected with an access restriction. The diagram is not a data model, but an example of the relations between types of records and objects.
The diagram shows the following:
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The person record of Bob has access restriction SECRET attached. This means that this record is only accessible for users that have been granted access to this access restriction.
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Access restriction SECRET is granted to access role SECRET_ROLE.
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Access Role SECRET_ROLE is granted to user Philip, so Philip has access to records labeled with access restriction SECRET and thus can access the person record of Bob. Because only the Read? indicator is checked, Philip cannot change or remove the person record of Bob.
Related Entities
Records in Policies can be related to multiple detail records. For example: a person has attributes, but also has multiple addresses. In such a situation, the restrictions of the parent record cascade to the detail records; this also holds true for dynamic records: they behave as a child table. So when person Bob has access restriction 'SECRET', the restriction also applies to Bob’s addresses.
For each entity (record type) for which data access restriction is implemented, the restriction also applies to the related entities of that entity. Per restricted entity, the related entities are fixed. See the description of each restriction for its specific related entities.
Setup of Access Restrictions
The type attribute of an access restriction defines where the access restriction can be used, that is, which type of records can be labeled with that access restriction.
The type attribute has a fixed list of values for each place in Policies where data access restriction is built in.
Type | Usage | Reference Links |
---|---|---|
Address contact detail |
Restrict access to a person address. |
|
Attached data |
Restrict the ability to modify attached policy data |
|
Brand policy access |
Restrict access to policies of a brand. |
|
Data access group access |
Restrict access to a group client configuration, a group account configuration or policies assigned to a data access group |
|
Date Paid To |
Restrict the ability to modify the date paid to on the attached data |
|
Dynamic Field Usage |
Restrict access to dynamic field and record usages |
|
Function |
Restrict access to a UI page. |
|
HTTP IP |
Restricts access to integration points and operations |
|
HTTP API |
Restricts access to generic api |
For details refer to HTTP API Data Access Restrictions chapter in the Security Guide. |
Identifier Type |
Restrict access to Identifiers of a relation, provider or policy |
|
Item |
Restrict access to an item (field or button). |
|
Line of Business |
Restrict access to a group client, group account, policy, enrollment product or relation based on those item’s Line of Business |
|
Non-address contact detail |
Restrict access to non-address contact details of a person. |
|
Macro |
Restricts the execution of a macro |
n.a. |
Pend resolution |
Restrict resolution of pend reasons |
|
Person details |
Restrict access to a person. |
|
Policy Enrollment Event |
Restrict access to the change details JSON objects |
Policy Enrollment Event |
User Credentials |
Restrict retrieval of the userLogin and alternate_user_id in the context of a user. |
|
Update Request Payload |
Restrict retrieval for the 'payload' within the policy update request |
|
Enrollment Event Notification |
Restrict access to the change details JSON objects |
For each restriction type, multiple access restrictions can be defined. It is not possible to define an access restriction that applies to multiple restriction types. So when the Address restriction type and the Person restriction type both should have an access restriction 'Secret', two different access restrictions need to be defined. See the following table for an example:
Restriction | Access Restriction Code |
---|---|
Address Contact Detail |
ADSECRET |
Person Details |
PERSECRET |
Person Details |
VIP |
Granting Access Restriction or CRUD Matrix
Access restrictions are assigned to roles using an access restriction grant. In an access restriction grant, Create, Retrieve, Update and Delete (CRUD) indicators can be set. The CRUD indicators in general have the following meaning:
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Create - Records protected by the access restriction can be created by the users with the role. In addition, existing records can have the access restriction applied to them by the users with the role.
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Retrieve or Read - Records protected by the access restriction can be seen by users with the role.
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Update - Records protected by the access restriction can be updated by the users with the role.
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Delete - Records protected by the access restriction can be deleted by the users with the role.
Granting of create, update and/or delete rights without retrieve rights is not allowed. If none of the CRUD rights are selected, the grant on this Access Restriction is effectively disabled.
The record to which the access restriction is directly linked is not always part of the records protected by the access restriction. In particular in setup pages, users with the right to create or update records in that page will also have the right to link an access restriction, without explicit CRUD grants on that access restriction. For operational data like Persons and Addresses, stricter rules apply.
The following table (the "CRUD Matrix") lists per access restriction type what the CRUD indicators mean, for several types it deviates from or extends the general meaning:
Type | Create Grant | Retrieve (Read) Grant | Update Grant | Delete Grant |
---|---|---|---|---|
Address Contact Setail NOTE: only applies to Addresses of Persons, not of Organizations |
May link an access restriction of this type to an Address |
Can query Addresses with this access restriction and no concealing of Addresses with this access restriction in the New Policy page, View and Edit Policy page, Members Search and View Member page |
May update Addresses with this access restriction, including the access restriction itself (may change it to another access restriction if create rights on that access restriction) |
May delete Addresses with this access restriction |
Attached Data |
Not used |
Not used (but has to be set to make this grant apply) |
May modify attached data of a policy |
Not used |
Brand Policy Access |
May link a Brand with this access restriction to a Policy |
Can query Policies that are linked to Brands with this access restriction |
May update Policies that are linked to Brands with this access restriction, including insert/update/delete of (grand)child entities shown in the View and Edit Policy page |
May delete Policies that are linked to Brands with this access restriction |
Data Access Group Access |
May link a Data Access Group with this access restriction to a Group Client, a Group Account or a Policy. |
Can query Group Client, Group Accounts or Policies that are linked to Data Access Groups with this access restriction. |
May update Group Clients, Group Accounts or Policies that are linked to a Data Access Group (old Data Access Group in case that field is being updated) with this access restriction, including insert/update/delete of (grand)child configuration entities |
May delete Group Clients, Group Accounts and Policies that are linked to Data Access Groups with this access restriction |
Date Paid To |
Not used |
Not used (but has to be set to make this grant apply) |
May modify date paid to on the attached data of a policy |
Not used |
Dynamic Field Usage |
May create dynamic records of the specified usage |
No concealing of non time valid dynamic fields of the specified usage. Time valid dynamic fields and dynamic records of the specified usage are shown |
Contents of dynamic fields and records of the specified usage may be updated. |
May delete dynamic records of the specified usage |
Function |
May create new rows in the page linked to this access restriction (regardless of the entity for which a new row is created) |
Can access the page linked to this access restriction |
May update rows in the page linked to this access restriction |
May delete rows in the page linked to this access restriction (regardless of the entity for which a row is deleted) |
HTTP |
May access the integration point |
|||
Item |
Reserved for site level UI customizations |
Reserved for site level UI customizations |
Reserved for site level UI customizations |
Reserved for site level UI customizations |
Line of Business |
May link a Line of Business with this access restriction to a Group Client, a Group Account, a Policy, or Enrollment Product |
Can see group clients, group accounts, policies, and enrollment products for a line of business with this access restriction |
May update group clients, group accounts, policies, and enrollment products for a line of business with this access restriction |
May delete group clients, group accounts, and enrollment products for a line of business with this access restriction |
Non-address Contact Detail |
May link an access restriction of this type to a Person |
Can see non-address contact attributes of Persons with this access restriction |
May update non-address contact attributes of Persons with this access restriction and may remove the link of a Person to this access restriction (may change it to another access restriction if create rights on that access restriction) |
Not used |
Identifiers Type |
May create identifiers of the specified usage |
May query restricted identifiers |
Identifiers may be updated |
May delete identifiers |
Pend Resolution |
Not used |
Not used (but has to be set to make this grant apply) |
May resolve pend reasons that are attached in a process step with this access restriction |
Not used |
Person Details |
May link an access restriction of this type to a Person |
Can query Persons with this access restriction and no concealing of Persons with this access restriction in the New Policy page, View and Edit Policy page, Members Search and View Member page |
May update Persons with this access restriction, including insert/update/delete of child entities shown in the Persons page, and including the access restriction itself (may change it to another access restriction if create rights on that access restriction) |
May delete Persons with this access restriction |
Policy Enrollment Event JSON access |
Not used |
Restrict access to the change_details attribute that contains a JSON representation with detailed information about the changed data |
Not used |
Not used |
Process Flow Access |
May link an access restriction of this type to a Process Flow |
Can query Process Flow with this access restriction and no concealing of data with this access restriction in Setup Policy Process Steps,Setup Group Client Process Steps, Setup Policy Pend Rules, Setup Policy Callout Rules, Setup Policy Validation Rules and Setup Group Client Validation Rules |
May update Process Flows with this access restriction, including insert/update/delete of child entities shown in the Setup Policy Process Steps and Setup Group. Also may update the data in Setup Policy Pend Rules, Setup Policy Callout Rules, Setup Policy Validation Rules and Setup Group Client Validation Rules when they refer to this Process Flow |
May delete Process Flows with this access restriction |
User Credentials |
Not used |
concealing of LoginName and alternate_user_id in generic users http API |
Not used |
Not used |
Update Request Payload |
Not used |
Concealing of payload in generic policy update request http API |
Not used |
Not used |
Enrollment Event Notification |
Not used |
Concealing of payload and request headers in generic enrollment event notifications http API |
Not used |
Not used |
The following table gives an example setup for two Address access restrictions: SECRET and TOP_SECRET and how the CRUD indicators are set for three different roles.
Address Access Restriction | Role 'Secret Read Only' | Role 'Secret' | Role 'Top Secret' |
---|---|---|---|
SECRET |
R |
CRUD |
CRUD |
TOP_SECRET |
not granted |
RUD |
CRUD |
Based on this example setup, the following table shows the different actions these roles can perform using these access restrictions:
Action | Possible for Role 'Secret Read Only'? | Possible for Role 'Secret'? | Possible for Role 'Top Secret'? | Possible for Other Role? |
---|---|---|---|---|
Create address without access restriction |
yes |
yes |
yes |
yes |
Retrieve address without access restriction |
yes |
yes |
yes |
yes |
Update/Delete address without access restriction |
yes |
yes |
yes |
yes |
Create address with access restriction SECRET |
no |
yes |
yes |
no |
Retrieve address with access restriction SECRET |
yes |
yes |
yes |
no |
Update/Delete address with access restriction SECRET |
no |
yes |
yes |
no |
Create address with access restriction TOP_SECRET |
no |
no |
yes |
no |
Retrieve address with access restriction TOP_SECRET |
no |
yes |
yes |
no |
Update/Delete address with access restriction TOP_SECRET |
no |
yes |
yes |
no |
- Implementation in Entities
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Access restrictions are implemented as standard single value attributes.
- Usage in Pages and Interfaces
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Because access restrictions are implemented as standard attributes, they can be set by interfaces and regular screens like any other standard attribute. In screens, users can only save an access restriction for an access restriction attribute if they have one or more roles that gives them 'Create' access rights for that access restriction. In other words, to be able to label a new or existing record with a specific restriction, a user must have 'Create rights' for the restriction. Through interfaces, no such restrictions apply, interfaces don’t need 'Create' access rights to set an access restriction.
When a record with an access restriction is accessed via a screen, the name of the current access restriction is shown in the inline overflow to inform the user of the security level of the record. In addition, a security indicator is shown in the table row to indicate the presence of an access restriction.
Implementation
For restriction types that restrict access to the whole record, restriction of access is implemented in two different ways, depending on the type of access:
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Restricted records may be completely hidden from users without read access. This implementation applies when the restricted records are accessed directly. For example, person records can not be seen at all by users without access to them from person search functions.
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The attributes of restricted records may be concealed. This implementation applies when the restricted records are accessed indirectly as in when they are referred to from other records. For example, policies of these restricted persons could be visible to users who cannot find the person directly; in this case the relation details would be concealed.
The restriction not only applies to the entity itself, but also to the related detail entities. For example: a reference to a bank account number of a restricted person is also concealed.
The restrictions are implemented consistently throughout the whole Policies. For example, LOV’s are also restricted.
A restriction also applies to the dynamic fields defined for that entity. So when access to a record is restricted, access to the dynamic fields of that record is also restricted.
An attribute is concealed by displaying '**' in the field.
For restriction types that restrict access to a subset of attributes of the restricted record (like Non-Address Contact Detail restrictions), restricted attributes also display '**' in the field. This is done whether the attribute actually has a value. Therefore, users will not know if a value is actually present or not.
- Inference Prevention
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It should not be possible to infer concealed values. For example, if Person Bob has a restricted address with postal code 1234, this address is not to be shown to users that do not have rights for the address. This also applies indirectly, for example, when searching for relations with postal code 1234. Bob must not be found as this would reveal Bobs address. The prevention of inference differs per restriction and is indicated in the 'Inference Prevention' part of the description of each restriction.
Restriction Type-Specific Aspects
This paragraph describes each specific restriction type. Note that an entity can be subject to multiple restrictions. For example, a policy is subject to restrictions imposed by the access restrictions defined in a data access group and the access restrictions defined on the Brand. When an entity is subject to multiple restrictions, all involved access restrictions must be granted to a user to gain access to that entity.
Example:
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Policy 1234 has brand 'VIP Brand' and access data access group code 'Company ABC'.
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The brand 'VIP Brand' has access restriction 'VIP_BRAND'. The data access group 'Company ABC' has access restriction 'SECURED_COMPANY'.
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For a user to be able to access policy 1234, both access restrictions 'VIP_BRAND' and 'SECURED_COMPANY' must be granted to the user.
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Protecting Sensitive Information
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Permitted Work Restrictions (General): These features cover broad filtering of data from users that simply don’t need access to it. For example, this could apply where a separate group of users works on policies of specific data access groups and they have no need to access policies from additional data access groups.