Configuring department, user and distribution-based record access in Effivity

Posted By Effivity Team

on Jul 23, 2026

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Configuring Department, User, and Distribution-Based Record Access in Effivity

Knowledge Base Article | Sandbox Process Configuration and Index Views

Applies to: Effivity administrators and authorized workflow owners

ABSTRACT

This guide explains how to configure system filters that control which records users can see in an Effivity Index View. The configuration can be based on the user's department, the logged-in user, or users included in a distribution list. Configure process views in Sandbox, save and test the changes, then publish the process and verify access in the main account.

NOTE: Menu options and available actions may vary based on the access permissions assigned to each user.

SYSTEM FILTERS COVERED

System filter	Use
Department equals @My Department	Displays records where the record department matches the department assigned to the logged-in user.
Created by or user field equals @Me	Displays records where the logged-in user is selected in the configured single-user field.
Distribution List includes @Me	Displays records where the logged-in user is included in the configured multi-user field.

PERMISSIONS NOTE: Only authorized administrators or workflow owners should change Process Configuration and Index Views. System filters do not replace module permissions or Read/Write Settings.

Step 1: Verify the Department and User Setup

Before configuring department-based access, confirm that the required department exists and that the user profile is assigned to the correct department.

In the main account, select All → Modules → QMS → HR → Department to check the available department records.

If a required department is missing, click Add New, complete the Department record, and submit it. Normal department record entry is separate from editing process configuration in Sandbox.

Confirm that the user profile is assigned to the correct department.

Ensure that the Department field is configured in the records that must be filtered.

Figure 1: Department screen used to verify the department values configured in Effivity.

NOTE: A record with a blank Department field may not be shown when Department equals @My Department is applied. The department in the user profile and the record must match.

How the Match Works

User profile department	Record department	Result
Quality Assurance	Quality Assurance	Record is visible
Quality Assurance	HR	Record is not visible
Quality Assurance	Blank	Record is not visible

Step 2: Open Process Configuration and Index Views in Sandbox

Open Admin → Process in the main account, select Switch to Sandbox, and confirm the SANDBOX banner.

Search for the Documents process. Open its row action menu and choose Edit.

In the Artifacts sidebar, expand Process Configuration.

Select Index Views to configure the list views for this process.

Figure 2: Documents Process Index Views opened from Process Configuration in Sandbox.

IMPORTANT: Configure the filter in the Index View that the intended users actually open. A filter added to another view will not affect the selected user view.

Step 3: Expand the Required Index View

Locate the required Index View, such as Default, Archived, Rejected, or another configured view.

Click the chevron at the left of the required view row to expand its configuration.

Locate System Filter Groups below Forms/Fields and Quick Help. If no group exists, use its Add More control, then Add More within the group to add a filter row.

Figure 3: System Filter Groups in the expanded index-view configuration.

Step 4: Configure Department-Based Access

Scroll to the System Filter Groups section.

Under Column, select the Department field from the required form.

Under Filter Type, select Equals.

Set the Value to @My Department, using the exact token shown in the value list.

Click Save at the bottom of the Index Views page. Reopen the configuration to confirm persistence, then test and publish the process as described under Testing and Validation.

Figure 4: Configuring Department equals @My Department in System Filter Groups.

Step 5: Configure User-Based Access

The @Me value represents the currently logged-in user. It can be applied to a single-user field such as Created by, Approving Authority, Responsible Person, Reviewer, Approver, or Record Owner.

Select the required single-user field under Column.

Select Equals under Filter Type.

Select @Me under Value.

Save the Index Views configuration, reopen it to confirm persistence, and test the result using a non-admin user in Sandbox before publication.

Figure 5: Configuring Approving Authority equals @Me.

EXAMPLE: To display only records created by the logged-in user, configure Created by equals @Me.

Step 6: Configure Distribution-Based Access

If your process has a multi-user Distribution List field, add a new row under System Filter Groups. The standard Documents process used in Figures 2–5 does not currently expose a Distribution List column; the following steps apply only when that field is configured.

Select the configured multi-user field, such as Distribution List, rather than a role-based Access Control field.

Select the membership operator offered for that multi-user field (for example, Includes in configurations that expose it). Confirm the field type and operator with your process owner; do not substitute Equals for membership matching.

Select @Me under Value.

Save and reopen the configuration, then test using one non-admin user included in the distribution list and one excluded from it before publishing.

IMPORTANT: Use Equals for a single-user field. For a configured multi-user field, use its supported membership operator and verify the result with included and excluded users before publication.

COMMON SCENARIOS

Scenario	Recommended filter
Users should see records from their department	Department equals @My Department
Users should see only records created by them	Created by equals @Me
Users should see records assigned to them	Approving Authority or Responsible Person equals @Me
Selected users should see a shared record	Distribution List includes @Me
A user should see owned or distributed records	Created by equals @Me OR Distribution List includes @Me

Understanding AND and OR

Use AND when every configured condition must be true. Use OR when any one of the configured conditions should provide visibility.

EXAMPLE: Department equals @My Department AND Created by equals @Me shows only records from the user's department that were also written by the same user.

Testing and Validation in Sandbox and the Main Account

Save the view settings and reopen Index Views to verify persistence. Choose Start Testing. For department rules, test with at least two departments and two non-admin users, each assigned to a different department.

Add one user to the Distribution List and leave another user out.

Open the affected module and select the view that was configured. Verify that matching records are visible and non-matching records are excluded. Repeat for each view through which users can reach the records.

Confirm that the result matches the selected AND or OR logic.

Confirm that module permissions and Read Write Settings still allow the intended users to open and use the module. After successful Sandbox testing, return to the process editor, choose Publish, and wait for the Process Publish Wizard to load. Review and retain the existing access selections, click Publish Now, and confirm Yes. Select Back to Main Account and repeat the same non-admin visibility checks there. Saving the view configuration alone does not publish it.

TROUBLESHOOTING MISSING RECORDS

Check	Corrective action
User department	Confirm that the user profile contains the correct department.
Record department	Confirm that the record contains the same department and is not blank.
User field	Confirm that the user is selected in Created by, Approving Authority, Responsible Person, or the configured field.
Distribution List	Confirm that the correct active user account is included in the list.
Filter operator	Use Equals for single-user fields and the supported membership operator for multi-user fields.
AND/OR logic	Review whether every condition must match or whether any one condition should provide access.
Index View	Confirm that the filter was saved in the view opened by the user.
Permissions	Confirm that the user has module access and appropriate Read permission.
Existing records	Update older records with blank department, owner, or distribution values.

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