About preparation for configuration

Before you create and configure restriction groups, you need to follow the three steps explained in this topic, for each visibility-related task you want to resolve.

STEP 1 - Determine whether or not to include users

The following table explains when to include users in your restriction group or not.

IF	THEN
you need to limit the visibility of entities (for example: customers) for users,	the restriction group consists of users and entities.
you need to restrict the visibility of entities (for example: subaccounts) when they are used with particular entities of a different type (for example: general ledger accounts),	the restriction group consists of only entities.

For details, see: About restriction groups in Visma.net ERP.

STEP 2 - Select the restriction group type

The following tables explain the type of restriction group to use with and without users respectively.

For a group with users

IF	THEN
a smaller number of users should see the entities,	you select a group with direct restriction.
a smaller number of users should not see the entities,	you select a group with inverse restriction.

For a group with entities (no users)

For example entities of Type 1 and Type 2 in the table below (for example subaccounts and accounts).

IF	THEN
the number of subaccounts that should be visible when an account is selected, is smaller than the number of subaccounts that shouldn’t be visible,	you select a group with direct restriction.
if the number of subaccounts shouldn’t be visible when an account is selected, is smaller than the number of subaccounts that should be visible,	you select a group with inverse restriction.

STEP 3 - Estimate the number of restriction groups

You determine how many groups you need to create by using the following guidelines:

IF	THEN
a particular user or a set of users should (or shouldn’t) see entities of different types (such as customers or general ledger accounts),	you need to create a separate restriction group for each entity type.
multiple sets of users should (or shouldn’t) see different values of entities of the same type (such as warehouses),	you need to create a separate group for each entity value or set of entity values.
you need to control the accounts and subaccounts that can be used together,	you must create at least two groups and include all subaccounts in either of the groups.
you want include particular combinations of entities in one group with users,	see About restriction groups in Visma.net ERP for supported combinations of entities.

For examples of using restriction groups, see: About practical scenarios with Restriction groups.