Access Rule Examples

The following example plan and access rules illustrate the most common use cases.

Example Plan
Period 001 002
Balance Type Actual Budget Variance Actual Budget Variance
Trial Balance 1 Trial Balance 2 GLA Home Home Dual Home Home Home Dual Home
Assets Current Assets 1020 - Cash in bank EUR 795,152.40 EUR 800,000.00 USD 928,000.00 -EUR 4,847.60 EUR 2,657,729.54 EUR 1,000,000.00 USD 1,160,000.00 -EUR 342,270.46
Assets Current Assets 1200 - Accounts Receivable EUR 74,469.87 EUR 70,000.00 USD 81,200.00 EUR 4,469.87 -EUR 392,320.79 -EUR 350,000.00 -USD 406,000.00 -EUR 42,320.79
Assets Current Assets 1205 - Unbilled AR EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Current Assets 1470 - Deferred professional services costs EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Current Assets Total for Current Assets EUR 869,622.27 EUR 870,000.00 USD 1,009,200.00 EUR 0.00 EUR 2,265,408.75 EUR 650,000.00 USD 754,000.00 -EUR 384,591.25
Assets Fixed Assets 1630 - Computers, equipment and software EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Fixed Assets 1640 - Furniture and fixtures EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Fixed Assets 1650 - Accumulated depreciation EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Fixed Assets 1660 - Vehicles EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Fixed Assets Total for Fixed Assets EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00 EUR 0.00 EUR 0.00 USD 0.00 EUR 0.00
Assets Total for Assets Total for Assets EUR 869,622.27 EUR 870,000.00 USD 1,009,200.00 EUR 0.00 EUR 2,265,408.75 EUR 650,000.00 USD 754,000.00 -EUR 384,591.25

Example 1: Close a Financial Period for All Users

When the period 001 is closed, you want to prevent all users from making further changes to it. You can create an access rule for closed 2025 financial periods.

The Example 1 Access Rule Details and Example 1 Dimension Value Conditions tables detail the access rule and dimension value condition values to apply.

Example 1 Access Rule Details
Field Value
Access Rule Name 2025 Closed Financial Periods
Description Prevents all users from editing the 2025 closed financialperiods.
Access Level "Read-Only"
Example 1 Dimension Value Conditions
Dimension Operator Value
Period "Equals" 001

At the end of each period, you can edit the Period dimension value condition to add the newly closed period.

This rule does not have any measure or user conditions. This means that it applies to all plan cells with the 001 Period value, regardless of the measure and the user.

In Example Plan, this rule prevents any users from editing the Home and Dual values for Actual, Budget, and Variance balance types in Period 001.

Example 2: Prevent Users from Editing the Dual Currency Values

You want users to only edit the values in their home currency to prevent exchange rate conversion mistakes. You can create an access rule that prevents most users from editing the Dual measure. However, a select few users must be able to edit the measure values in case a value must be adjusted.

The Example 2 Access Rule Details, Example 2 Measure Conditions, and Example 2 User Conditions tables detail the access rule, measure and user conditions to apply.

Example 2 Access Rule Details
Field Value
Access Rule Name Dual
Description Prevents most users from editing the Dual values.
Access Level "Read-Only"
Example 2 Measure Conditions
Operator Value
"Equals" Total Margin (Corporate)
Example 2 User Conditions
Type Operator Value
User "Does Not Equal"

Jamie Smith

Taylor Johnson

Billie Williams

This rule does not have any dimension value conditions. This means that it applies to all plan cells with the Dual measure, regardless of the dimension values. It applies to all users except for Jamie Smith, Taylor Johnson, and Billie Williams.

In Example Plan, this rule ensures that only Jamie Smith, Taylor Johnson, and Billie Williams can edit the Dual values. However, when applied together with Example 1: Close a Financial Period for All Users, those three users also cannot edit Dual values for the 001 period.

Example 3: Restrict a User to Editing Budget Values for Their GLAs in Home Currency

You want a user to edit only the budget values for their assigned GLAs in the home currency. They must not edit the values for other general ledger accounts, the actual or variance values, or the budget in the dual currency. You can create an access rule for each user.

The Example 3 Access Rule Details, Example 3 Dimension Value Conditions, and Example 3 User Conditions tables detail the access rule, dimension value and user conditions to apply.

Example 3 Access Rule Details
Field Value
Access Rule Name Sam Phillips
Description Restricts Sam Phillips to edit only the budget values for the relevant GLAs.
Access Level "Read-Only"
Example 3 Dimension Value Conditions
Dimension Operator Value
GLA "Does Not Equal"

1200 - Accounts Receivable

1205 - Unbilled AR
Balance Type "Does Not Equal" Budget

The OR logical operator is applied between the two dimension value conditions.

This rule does not have any measure conditions. This means that it applies regardless of the measure.

Example 3 User Conditions
Type Operator Value
User "Equals" Sam Phillips

In Example Plan, this rule restricts Sam Phillips to edit only the budget values for 1200 - Accounts Receivable and 1205 - Unbilled AR GLAs. When applied together with Example 1: Close a Financial Period for All Users, they can edit only the values for period 002. Example 2: Prevent Users from Editing the Dual Currency Values ensures that Sam Philips can edit only home values. In this case, we need the two access rules to work in tandem.