Data Access

The Data Access tab allows you, as a member of the Security Administrators role, to create a policy and apply Full, Limited, or both Full and Limited data access on SmartBox SmartObjects in your environment. This allows you to control which users, groups and roles can view SmartBox SmartObjects data at runtime. For more information see the SmartBox Data Access Overview topic.

Data Access Type Description
Full Data Access Allows you to specify users, roles and groups to have full read access on the SmartBox SmartObject. See the Understanding Full Data Access topic for more information.
Limited Data Access Allows you to specify users, roles and groups to have limited read access on the SmartBox SmartObject based on its own properties or associations with another SmartBox SmartObject. See the Understanding Limited Data Access topic for more information.

Follow these steps to add a SmartBox Data Access Policy:

  1. Select a SmartBox SmartObject from the Categories node and click the Data Access tab.
  2. On the Data Access page, click Create Policy.

  3. On the Data Access page, specify Full, Limited or Full and Limited data access, for your policy.

    Add Full Data Access

    Follow these steps to add Full Data Access to your policy:

    1. On the Full Data Access page, click Add.

      By default the Everyone and Package and Deployment roles are added in the Full Data Access section.

    2. On the Add Users, Groups, And Roles page, search and add a user, group or role. Click OK.
    3. The user, group or role now has Full Data Access on the SmartBox SmartObject.
    4. Enable the policy by clicking Enable Policy.

    Add Limited Data Access

    Follow these steps to add Limited Data Access to your policy:

    You can apply Limited Access to SmartBox SmartObjects without associations or to those with One to Many or Many to One associations. You cannot use SmartObjects with Many to Many associations.
    1. On the Limited Data Access page, Click Choose SmartBox object....
    2. On the Configure Limited Data Access page, two options are available:
      • Default [:SmartObject Name]: Select this option to restrict access to properties of the current SmartBox SmartObject. Select a Primary Property to filter the subset of the data. You may also select an optional Secondary Property.
      • Choose SmartBox object: Select this option to populate a list of associated SmartBox SmartObjects. Select a SmartBox SmartObject then a Primary Property.

        Returned properties in the Primary Property and Secondary Property fields are dependent on how many properties are available in the associated SmartBox SmartObject.
    3. Once you select your properties from the drop-downs, click Select.
    4. On the Limited Access page, the properties and data are displayed. For the purpose of the example, the Choose SmartBox object option is selected with the Country SmartBox SmartObject and the Country property as the primary property.

      You can specify the display properties of the returned properties by clicking the Display Properties... option.

      Specify a Title and Description and click OK.

    5. Specify a user, group or role to give access to the SmartObject property and value at runtime. Click the Add User link.
    6. On the Add Users, Groups, And Roles page, search and add a user, group or role. Click OK.
    7. For the purpose of an example, the user Dennis is added to the Australia Country property, meaning that, at runtime, only Dennis can see the Australian data. Add more users, groups or roles to the policy as necessary.
    8. Enable the policy by clicking Enable Policy.

Follow these steps to edit your SmartBox Data Access Policy:

Edit a Full Data Access Policy

  1. Open a SmartBox SmartObject in K2 Management that has a Full Data Access Policy enabled.
  2. On the Full Data Access page, Add or Remove users, groups and roles to the policy membership as necessary.

Edit a Limited Data Access Policy

  1. Open a SmartBox SmartObject in K2 Management that has a Limited Data Access policy enabled.
  2. On the Limited Data Access page, Add or Remove users, groups and roles to the policy membership as desired or Edit the display properties of the policy.

Follow these steps to disable a policy from a SmartBox SmartObject

  1. Open a SmartBox SmartObject in K2 Management that has a Data Access policy enabled.
  2. On the Data Access tab, click Disable Policy.

Follow these steps to remove a policy from a SmartBox SmartObject.

  1. Open a SmartBox SmartObject in K2 Management that has a Data Access policy.
  2. On the Data Access tab, click Delete Policy.

  3. Click OK in the Delete Data Access Policy page.