Defining Which Users Can Use a Search

You can define security for a Web Client search form. This determines which users will be able to see and use the search. This can be useful for limiting a search to a specific group of users. For example, you could create different sets of searches for different departments, then use the security options to ensure that users only see the ones relevant to their own departments.

Note that security for Web Client searches is separate than the security for the folders that may contain the information searched. Granting a user access to a Web Client search does not override or change that user’s access to the underlying InterAction data. Users without read access rights to information from a particular folder will not be able to see or search on fields from that folder.

For example, suppose you add the YTD Revenue field from the Client Financial Information folder to the Clients search form. The access rights for this folder prevent many users from seeing this information, even though all users have access to the Clients search. Users with read access to Client Financial Information will see YTD Revenue field on the form and can search on it; users without this access will see the other fields, but not the YTD Field.

The reasons for restricting a search form are similar to those for restricting profiles. For examples, see When Would I Restrict Access to a Web Client Profile?

You can set the security for a Web Client search form to the following:

• All Web Client Users (this is the default for a new profile).
• Any combination of specific users and specific user groups.

This section covers the following topics:

• Grant All Web Client Users Access to a Search Form
• Restrict a Search Form to a Specific User or Group

Grant All Web Client Users Access to a Search Form

1. Log on to InterAction Windows Client as a user with permission to create contact types.
   • The Manage contact types permission is required to create or edit Web Client profiles. This is because profiles are typically created in conjunction with contact types.
   • This permission is granted using InterAction Administrator. For details, see Give Users Permission to Manage Web Client Searches.
2. Edit the search form you want to change, as described in Edit a Web Client Search.

3. Under Security, select the check box All Web Client users can use this search form.

   If the search previously had security set to users or groups, you do not need to remove those accessors first. The will be automatically removed after you select All Web Client users can use this search form and save the form.

4. Choose OK to close the dialog box and save your changes.

5. Choose Close to close the Manage Web Client Search Forms dialog box.

   Your changes become available in InterAction Web Client after the next InterAction Application Server cache refresh. For details about manually refreshing the Application Server cache, see Refreshing the Application Server Cache.

Restrict a Search Form to a Specific User or Group

1. Log in to InterAction Windows Client as a user with permission to create contact types.
   • The Manage contact types permission is required to create or edit Web Client profiles. This is because profiles are typically created in conjunction with contact types.
   • This permission is granted using InterAction Administrator. For details, see Give Users Permission to Manage Web Client Searches.
2. Edit the search form you want to change, as described in Edit a Web Client Search.

3. Under Security, clear the check box All Web Client users can use this search form if it currently selected.

   The Add and Remove buttons will become enabled.

4. Use the Add and Remove buttons to create a list of accessors. Each user or group you add will be able to use the Web Client search.

   To	Do This
   Add a specific user as an accessor	Choose Add, then select Specific User. You can enter the user’s account name, or choose the browse button to look up a user by last name. Once the user is selected, choose OK to add the user to the list.
   Add a specific group as an accessor	Choose Add, then select Members of the Group. Select the group from the drop-down list. Once the user is selected, choose OK to add the group to the list.
   Remove an accessor from the list	Select the user or group from the list of accessors and choose Remove.
   Remove all accessors and grant access to all Web Client users.	Select the All Web Client users can view this profile check box, then save the profile.

5. Repeat step 4 for each user or group you want to add to the list of accessors.
6. Choose OK to close the dialog box and save your changes.

7. Choose Close to close the Manage Web Client Search Forms dialog box.

   Your changes become available in InterAction Web Client after the next InterAction Application Server cache refresh. For details about manually refreshing the Application Server cache, see Refreshing the Application Server Cache.