In this window, define which documents are can be viewed, either fully or partially, or whether only the name of the document appears in a report but the document itself cannot be viewed.

Owners can be defined for sales or purchasing documents and sales opportunities in the header. This represents the case where the user is the owner of the entire document or sales opportunity. This owner is defined as the owner of the header. In addition, owners can also be defined for each line item on sales or purchasing documents and on each stage on sales opportunities. This owner is defined as the owner of the line.

The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Once this is activated, for all sales or purchasing documents and sales opportunities, access will be granted only if the user has a relationship to the owner and has the permission for that relationship either as Read Only or Full. In the case that a document or sales opportunity has no owner, then any user can access it as if no data ownership is in place. Any user can assign an owner to a document or sales opportunity that does not have an owner. Once an owner is assigned, only the owner’s manager or a superuser can change the owner.

Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide.

Here’s how:

ObjectsTab

For each selected sales or sales opportunity document, data ownership can be applied according to one of the following options:

By Header and Lines: The document or sales opportunity is visible to the owner of the document and to the owner of any of the lines or stages and to all those users that have a defined relationship to either of the owners and have the requisite permission for the specific relationship.

Header Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing access to the document or sales opportunity.

No Filtering: Data ownership is not active for this object, irrespective of the owner fields at the header or line or stage.

Excluded Forms Tab

For each selected document, choose one of the filtering options:

No Filtering: Data ownership is not active for this specific form irrespective of the owner fields at the header or line or stage.

By Header Owner Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing access to the document or sales opportunity.

If none of the above options are selected, then data ownership is in effect by header and line owners unless Data Ownership has been deactivated for that document on the Objects tab.