External access tab

On the External access tab of the Properties window you can change comparable settings.

• For users and groups you can define the access rights to other users or groups as follows:

On the External access to others tab and

on the External access from other users tab.

• In the Properties window for Resources you will see that only the External access from other users tab is available, as access rights to others cannot be set for resources.

You can only define settings on the External access ... tab if you have activated the Activate external access option in the Access rights folder.

• User Management area: Access rights

• You change the settings for multiple users, groups or resources if you highlight them first and then open the Properties window.

Structure of the tab

You will see all the users, groups and resources displayed on the upper part of the tab. If no external access rights are available for such an entry, then the icon will be grey, otherwise the icon is colored.

If you mark an entry on the upper part of the tab, then the access rights which have been granted will be displayed on the lower part. When marking multiple entries, the access rights are not displayed, because these can differ and it is not possible to display them clearly.

Restricting displayed entries

• You can perform a search using the search field above the displayed users by entering contains in the search field. The search only considers users, groups or resources displayed in the window.
• Display only users with set external access right this also restricts the list.

Setting access rights

On the lower part of the tab, you can define access rights for each Data record type.

• The access rights for multiple users, groups or resources are changed simultaneously if you select and highlight multiple items on the upper part of the tab.
• First of all, define which access right you want to use as the default

This access right will be the default setting for all data record types for which you have not defined access rights.

• Access rights levels

• Afterward, you can set access rights that differ from the default setting for specific data record types.

User account settings

The following settings are only available for users, because resources cannot have external access to other users.

• Using the Allow user to change administrator settings option in the Desktop Client, a user can change the general external access rights of other users.

The administrator's settings overwrite the user's settings, and vice versa. The most recent settings always apply.

• Activate the Deactivate inheriting of external access rights due to group membership option, in doing so, the user will not inherit additional access rights from membership of one or more groups.

If the option is not active and external access rights for groups has been set, then a user's external access rights are added together and also the external access rights of the group. The highest right always takes precedence.

The option is deactivated by default.

With the Allow user to change administrator settings option, you allow users to change the settings for rights via group membership for themselves. Here too, you will notice that administrator settings and users settings overwrite each other reciprocally.

Examples

• Employees working in the administration for the board of directors are supposed to have access to confidential appointments of the board. Certain other persons are supposed to be able to see the times entered in the board's appointments, but not the contents or the participants of the appointment.
• Assistants schedule meetings between sales personnel and customers. Some customers require lead developers to be present. The assistants do not have external access rights to the lead developers and are not in a group with them.

The administrator can now give the assistants external access to the group "Sales with customer A" and grant them rights from read-only to full rights. This group contains the sales personnel and the lead developers.

The assistants will then see this group when they select participants, and when issuing data record owner rights as well as for views, and can then use this information when organizing appointments.