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Access to Reference Data

Mohammed Jamal Updated by Mohammed Jamal

Access to Reference Data is governed by Team Membership, and every Reference Data record has a Responsible Team assigned to it. System Users will need to be a member of the Team to view the Reference Data, with the exception of System Administrator who will be able to view and edit all Reference Data records.

Business Units have no impact on the guidance above. They are purely a way of grouping Teams in the system.


Setting up Reference Data for Multi Providers

If you have Reference Data which you would like to make specific to a certain Provider, a new Team should be created for each Provider (for example, Provider 1 Ref team, Provider 2 Ref team, etc.). Each record should then be set with the Responsible Team of the relevant Provider, and only System Users who are part of that Provider should be added to that Team. These Teams are known as Referenced Data Owning Teams.

There is a flag on Team records called Reference Data Owner and should be set to Yes for Referenced Data Owning Teams.

The effect for this is that when using filters and look ups around the system based on Team Membership (when you only want to see users that are in the same Team as you), users that share Referenced Data Owning Team Membership will be ignored and not shown.


Shipped Reference Data

Where Reference Data is shipped (comes as standard as part of the product), the root Team for your system will be assigned as the Responsible Team. The root Team is a Team which is created by default when your system is first set up.

This root Team could be made into a Referenced Data Owning Team and then all users added to it. This would mean that all users have access to all shipped Reference Data. If some of the shipped Reference Data should only be used by certain providers, then these records should be updated as per the guidance above.

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