In my post last week I talked about how to set up user and group security in Maximizer. I suggested that, by spending some time planning your Maximizer security groups around the roles in your organization, you could make it much easier to manage access to your Maximizer data across all of your users. This week I want to expand on those ideas a bit and explore some of the ways that you can leverage your existing security groups to customize the Maximizer environment for your users. Just like last week, this topic is geared towards Maximizer administrators, but Maximizer power users may find these ideas equally useful.
Share Your Private Views with Other Users
If you’re a regular Maximizer user, you’ll know the importance of creating your own custom column setups, coloring rules, search catalogs, favorite lists, and dashboards in Maximizer. All of these tools can greatly enhance the usability of Maximizer by ensuring that the data you need is readily accessible with a couple clicks and essentially provides you with your own personalized “view” of your Maximizer data. If you’re like me you’ve probably invested a lot of time in tailoring your various Maximizer views to suit your own needs.
You can’t really expect all of your users to have the time to spend doing all of that setup though; no doubt they have their hands full dealing with the day-to-day operation of your organization. But you can make it easier for them to get the most out of Maximizer by doing a lot of that setup for them.
Chances are many users in similar roles within your organization have similar data needs. You can save them all the time it would take to set up their own custom views by creating a series of views to meet the needs of each of your users and then share them with everyone.
Almost every entry type in Maximizer has two fields that control which users have access to that entry: Full Access and Read Access. By default when you create, say, a new column setup, the Full and Read Access fields are set to your own user account, effectively making the column setup private only to you. But by changing that Read Access setting to “Public”, you can make your column setup available to every user in Maximizer. You can do the same with your coloring rules, favorite lists, search catalogs, dashboards, just about anything you can think of. This way, you can set up custom views in Maximizer that suit every role in your organization, and all of your users can benefit from the work you’ve done.
Create Custom Views for Each Security GroupOf course, if you’ve got a lot of different roles in your organization with different data requirements, you can’t just go ahead and make a multitude of different views and make them all public. Your goal is to enhance the usability of Maximizer for your users, and having to wade through two hundred saved searches each time you want to retrieve a list of entries is far from efficient.
If, as I suggested in last week’s post, you’ve set up separate security groups for each of the various roles in your organization, then you can restrict your views so that they are only available to specific groups. Both the Full Access and Read Access fields allow you to select either a specific user, a security group, or “Public”.
So if you’ve got column setups, favorite lists, saved searches, or coloring rules that every user in your organization would find useful, by all means, make them “Public”. But if some of your views are only really useful to a particular set of users or role, set the Read Access to the corresponding security group. That way, all of your users will still have access to the views they need, but more importantly, they will have access to only the views they need, and you won’t be cluttering up their Maximizer interface with views that are irrelevant to them.
Restrict Access to User-Defined Fields by Security Group
You can extend this concept of confining views in Maximizer to specific security groups to your user-defined fields as well. In one of the Address Books that I use on a daily basis there are a few hundred user-defined fields. But out of all those fields, I only really care about maybe a dozen or so. Even though the fields are neatly organized into separate folders I still find it quite tedious having to browse through all of those fields in the tree-view when trying to find the ones I’m looking for.
Fortunately, there’s an easy way to avoid this problem. Just like other entry types in Maximizer, user-defined fields also have Full Access and Read Access fields. If you have user-defined fields that are only used by certain roles within your organization, set their Access fields to the corresponding security group for that role, just like I suggested above for your Maximizer views.
With user-defined fields, you’ll want to think about how to set both the Full and Read Access fields. If some users only need to be able to view the values of a field, you can give them Read Access only. If, on the other hand, a particular role needs to be able to change the value of a field, you’ll need to give them Full Access to the field.
The benefits of doing this are twofold. Not only will you ensure that your users aren’t burdened by a massive list of unnecessary fields when they’re viewing or modifying their Maximizer entries, which makes it easier and more efficient for them to edit their entries, but you’ll also ensure the security of your data. Only those users in the security group that is given Full Access to a field will be able to edit that field; users who are in the security group that is given Read Access will be able to view, but not modify the field; and users not in either group won’t even know the field exists.
Simplify User and Address Book Maintenance
When taken together, these ideas go a long way to helping you maintain your Maximizer Address Book and users. Creating new users becomes a breeze. When a new user is added to your organization, you won’t have to go through the trouble of setting up a bunch of custom views for them, and neither will they. Just add them to the appropriate security groups for their role and they’ll have everything they need already set up.
Keeping your users’ views in step with their needs as your organization evolves is also simplified. When you update one of your group-accessible searches or column setups, all of the users in the group immediately get access to the updates. In fact, if you give the group Full Access to their own views, you can leave them in charge of keeping them in step with their own needs. After all, who knows better what your users need than the users themselves? By educating your users about how these group access settings work, you can encourage them to share their own custom Maximizer views with other users in their group to help the team get the most out of these shared resources and make everyone more productive.