Dimension Access Control

Dimension Access Control is an advanced add-on module in Acubiz that enables tailored and stringent access management at the user level for specific dimension values.

By default, all users have access to view and select all dimension values in the company's Acubiz solution. With this module, Pro users (administrators) can restrict access so that selected employees only see the dimension values relevant to them. This ensures effective data segmentation and optimizes the user experience during the registration process.

Example of Use: Project Management

The implementation is customized to the company's specific needs. The scenario below illustrates a setup with five projects distributed between two employees (Anita and Simon):

• 1005 - Abilify: Visible only to Anita Letterback
• 1011 - Advar Diskus: Visible only to Simon Black
• 1017 - Alendronate Sodium: Shared project (visible to both)
• 1020 - Allopurinol: Shared project (visible to both)
• 1023 - Alprazolam: Shared project (visible to both)

Configuration and Setup

💡 Tip: Administration can be handled either manually in Acubiz or automated via an existing master data integration. (Read more in the guide: "Dimension: Fields, Columns, and Data Structure").

Manual Assignment of Restricted Access

1. Go to the Administration Interface in Acubiz.

2. Select the dimension level you want to edit.

3. Click on the specific dimension value (e.g., a project) where access should be restricted.

4. Click "Select" under the "Restrict access to" section.
   

5. Choose the user(s) who should be the only ones with access to the value.
   

6. Click "Save".
   

After this setup, the value is exclusively visible in the Acubiz app to the selected users (as well as to Pro users).

Removing Restricted Access

1. Click "Remove" next to the user under the relevant dimension value.
   

2. Click "Save".

Note: If no restrictions are set on a dimension value, it is visible to all users in the company.

⚠️ Important Exceptions and System Behavior

Administrators and Finance Roles

Users with a Pro profile (Administrator and/or Finance role) always have full visibility and can see all dimension values, regardless of restrictions set for regular users.

Incompatible Features in the Web Version

The following features are not supported in the web version when Dimension Access Control is enabled, as permissions cannot be inherited across profiles/companies:

• Secretary Function ("Work on behalf of others"): Disabled in the web version because a secretary does not have access to the counterpart’s dimensions. However, the function works fully in the Acubiz app.

• Settlement Across Multiple Companies: Disabled in the web version because the primary user does not have access to dimensions in the secondary company. However, the function works fully in the Acubiz app.
  Read more about Creating User Access for Settlement in Secondary Companies

Other Technical Considerations

• Default Dimensions: An administrator can still assign a default dimension on a user’s profile, which the user may potentially not have the rights to select manually.

• Financial Approval: During financial approval, the Finance user can view and change all dimensions on transactions without restrictions.

• Special Dimensions (App Limitation): Although the module can be activated on all dimension levels (including, for example, "Airports" and "Pool Cars"), access control for these specific types is not yet handled in the Acubiz app.