Giving View only Access to Document Types

CUSTADMIN access only

This guidance is only for IRIS Financials Version 7.0.2103 or earlier. If using version 7.0.2223 or later, go to View Only Access for Documents.

This article describes how to allow read-only access to a particular document type in IRIS Financials. This allows users to view the transactions in the applicable accounts but not post any new documents of that type. For example, an establishment/organisation has elected to no longer use cheques. You therefore do not want any additional cheque transactions to be recorded, but you do want access to historical data. This is achieved as follows:

  1. Select Documents, then select UDI Settings from the menu.
  2. The UDI Settings window is displayed with the General tab displayed by default. Select the required document type from the left-hand panel. Select EDIT. All editable fields are then enabled.
  3. Select Drill (...) in Default form. The Select an input form dialog is displayed. Scroll down to the end of the list, then double-select to selectInput Not Allowed.
  4. Select SAVE. This sets the default to a form which displays a message to say that input to this document type is not permitted.
  5. Next, you need to add theInput Not Allowed form to this document type. Select the Input Forms tab, then select ADD NEW.
  6. The Select an input form dialog is displayed. Scroll down to the end of the list, then double-select to select Input Not Allowed.
  7. The newly added form is then displayed at the end of the form list. Select SAVE.
  8. Next, assign access to the Input Not Allowed form by selecting all the user groups in the right-hand panel.
  9. Finally, you need to remove access from all other input forms within the document type. Select each input form from the Title panel, then deselect any user groups who have access. Repeat for all the other forms (excluding ZZZ_NoAccess).
  10. Once all the input forms access has been completed, select SAVE.
  11. An Update complete message is displayed. Select OK to close the message and return to the previous window.
  12. When a user next tries to select the cheque document type, the Input Form defaults to Input Not Allowed.
  13. If the user selects OK a document type restricted message is displayed.