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 | Administration, Workflow Master, 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.

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.
Writer 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 Workflow Master Settings 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.

Navigate to HR and open the Department screen.

Click on add new to create a new department.

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 Workflow Master Settings and Index Views

Open the required module or record list. The Documents screen is used in this example.

Click the menu icon available beside the Add New button.

Select Workflow Master Settings.

Select Index Views from the Workflow Master Settings menu.

Figure 2: Opening Workflow Master Settings and selecting Index Views.

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.

Open the row action menu beside the required view.

Select Expand to display the view configuration and System Filter Groups.

Figure 3: Expanding the required Index View.

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.

Under Value, select @My Department.

Click Save after reviewing the configuration.

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 Writer, 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 View and test it using the intended user account.

Figure 5: Configuring Approving Authority equals @Me.

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

Step 6: Configure Distribution-Based Access

Add another filter or filter group in System Filter Groups.

Select the Distribution List or the equivalent multi-user field under Column.

Select Includes under Filter Type.

Select @Me under Value.

Save the Index View and test it using a user included in the record distribution list.

IMPORTANT: Use "Equals" in Filter Types for a single-user field. Use "Includes" in Filter Type for a multi-user or distribution-list field.

COMMON SCENARIOS

Scenario	Recommended filter
Users should see records from their department	Department equals @My Department
Users should see only records created by them	Writer 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	Writer 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 Writer equals @Me shows only records from the user's department that were also written by the same user.

TESTING RECORD ACCESS

Create test records for at least two departments and two different users.

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

Open the configured Index View and note which records are displayed.

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

Check module permissions and Read/Write Settings separately.

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 Writer, 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 Includes 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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