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We are working with User Access and in this tutorial we are looking at how we can Trim Access i.e. remove unwanted Options and what are the best ways to achieve that.

Now what we are looking at, at the moment is the User Business Module Profile Application list for John Smith, in the current Data mart, which is a Business Data Mart.

And in fact this came about by copying the entire Profile from User DM, to John Smith, in the tutorial where we have shown how we can build or create Menu Profiles by copying from another User.

Now when we do that our purpose often is to construct a new Menu Profile for a User or for a Non Logon User where we are going to use that Profile as a Subscription Profile. In other words this is how we build Profiles.

We start by copying and then we use the Trimming Options to remove anything that is not wanted and this is the quickest and fastest way to build such a Profile which can typically contain hundreds of options in many cases.

 

 

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So we see here that John Smith has quite comprehensive Profile.

 

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Now when we use that as the basis or starting point -

 

 

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And now want to Trim this Profile and get rid of things that should not be there,

 

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Then we will use these Add/Remove methods and typically the 2 methods that we use for removal, would be the Business Module Level,

 

 

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And the Actions level

 

 

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And sometimes the Options level

 

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When we want to remove only 1 or a few Options

And when we are adding specific Options, then we would use the Options level

 

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So now we go to the Business Modules level

 

 

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And we say that for User John Smith

 

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Who has now inherited this Profile, and has inherited all these options from another User that we used  “Copy From”. 

What I want to do here is, I am suggesting that John Smith should not have all these applications

 

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So what I am saying is, on this one, Accounting….

 

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I am just going to press the Del (Delete) key

 

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And I remove that particular Module from his list. 

So what happens in effect when I save this record, any of the Modules that I have Deleted here, at the Application or Business Module level, the system will go and remove all access for that Module, i.e. all die Actions and all the Options below, from this User Profile.

So I do not have to do anything on those levels. 

 

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So in other words if I am saying that this User does not have this Module at all

 

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Does not have that Module at all

 

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Or that Module

 

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Or that one

 

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Or that one

 

 

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Or that one

 

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OK. I am just going to remove quite a few here.

 

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So that we can see

 

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That we have a much shorter list now

 

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So now I have a list of 15 applications or Business Modules remaining for John Smith.

I have removed more than 20 of them.  So the point is, what the system is going to do now, is when I choose Save on this record, the system is going to wipe away all the access for those Modules that I have removed.

Those Modules will not exist any more (for this User), at all.

 

 

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So I choose Save.

Of course we will only use this option to remove a Business Module if the User is not to have any Access to those Business Modules or Applications at all.

If the User must still have that Application but only some of the options in there, then we use the next example. 

 

 

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So now I go to the Capture method again.

 

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But I go to the Action Level.

 

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And I say for User John Smith

 

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Who has Business Objects as an Option i.e. has this Application.

But in this Application, John Smith should not be able to have all of these Actions.

 

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So in this case

 

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I simply Delete the Actions

 

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That would not apply for this User

 

 

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So by using this Option

 

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To Delete some of the Actions

 

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All that remains now for John Smith in Business Objects are 3 Actions.

So when I choose Save here, then the system will wipe all access for the other Actions that I have removed.

I do not have to bother about the Options underneath, because that will be done automatically.

So to trim excess within an Application, to leave the User still with access to that Application, but only some of the Actions, we will come here to the Action level.

 

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And we will choose the appropriate User and Application or Business Module and just trim away the Actions that this User should not have on the Menu.

Then we choose Save.

And then the system gets rid of all Menu Paths for the Actions that have been removed.

 

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And now for those Options that we want to Trim, where the User must still have access to that Business Module, must still have access to that particular Action as well, but only some of the Options with that Action.

 

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We will go to the Option level.

 

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We will say js for John Smith again and we will say Budget

 

 

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And in this case I am looking for Budget File Maintenance.

 

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Let me just call Budget.

And I am looking for File Maintenance.

 

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Now John Smith must have access to Budget and must have access to Budget File Maintenance, but must not have all these options under this Action, called File Maintenance.

 

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In other words I just Trim the Options that John should not have with this particular Action.

 

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So now John Smith has Budget still, has Budget File Maintenance still.  But does not have a list of 10 Options when he chooses Budget File Maintenance.

He only has a list of 4 Options here remaining under Budget File Maintenance.

So now as we are working with a Profile, Trimming it like this, there may be quite a number of Options that we have to go through, to Trim some Business Modules.

To Trim some Actions within Business Modules, and Trim some Options within Actions, within Business Modules.

 

 

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So not to lose ourselves here I am going to Save.

 

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We should be using the Access Reports

 

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Now we also look at Access Reports in other tutorials, but it is quite relevant here. 

I am just going to show this option here.

 

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Option Access for this particular User, John Smith.

 

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By putting the User Code there, John Smith.

 

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I will then get a Report and I can do this for a specific Application, if I am working with that Application and Trimming on that Application.

 

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But with the wild cards, 

I am now running the total Report for John Smith in this particular Data Mart.

 

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And of course this particular Report will now give me all the current Access or what this Menu Profile looks like, for John Smith in this Data Mart.

 

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And here we can scroll down.

 

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And I can find all the Applications

 

 

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And all the Actions, and all the Options underneath for this particular User.

 

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So I can use this Report as a basis to do my further Trimming and fine tuning of this particular Profile for this User in this Data Mart.  So that is how we would use the Trimming Options.

And the Trimming Options we will use whenever we want to remove certain Access from some User’s Profile or even a Non Logon Profile that we are constructing or maintaining.

This often follows the building of a new Menu Profile by using the Copy methods.

But we can also use this in normal standard Maintenance by reviewing our Menu Profiles and using this Report on a User in a Data Mart, to see what this User has got and to Trim away anything that this User should not have.

 

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