6.2. Using Access Codes
This section explains the functionality of the Access Code feature. For information on how to set up the Access Codes, explained later in this chapter.
Most SICS users will be assigned to one Access Code. This Access Code will typically correspond to a Base Company, or a group of Base Companies. If your company uses a combined P&C and Life environment, users will be assigned to one Access Code for P&C and one for Life.
When logged into the system, users will only see data belonging to their Access Code.
Business/Claims/Accounting Data #
Business, Claim and Accounting Data is split between Access Codes. When you create a new business, this business is only visible to users who are assigned to the same access code as you.
When searching for worksheets (Find: Worksheet), you only see worksheets that belong to the active Access Code.
When you view a Business Partner Ledger, you only see balances that belong to the active Access Code.
Contact Persons #
Contact Persons (created from the Find: Person window) are segregated per Access Code.
When you search for a Person in the Find: Person window, you will only see persons that belong to your access code.
When creating a Contact Person link (either from a Business Partner, or from a Contact Person), the link is visible only within your Access Code.
This means that if a person from another Access Code opens the Business Partner, this user will not see the Contact Person in the Contact Person list (Details tab).
To edit a business partner contact (and view Access Code details):
- Double-click the Business Partners icon and search for the required business partner in the Find: Business Partner window.
- Open the required business partner and click the Details tab.
- Select Contact Persons in the Properties list and you see the name of the contact person on the right of the window.
- Select the contact person and select Edit form the pop-up menu.
You see the Edit Contact Person window that displays the Access Code details.
For convenience, the system displays the Access Code when you create a Contact Person link (see above). It is not possible to change to what Access Code the link applies once it has been created.
When viewing the Contact Persons for a Business Partner(details tab) you only see those Contact Persons that belong to your Access Code.
Business Partner Groups #
The segregation of Business Partner groups is similar to segregation of Contact Persons.
However, it is possible to create Business Partner Groups that are not Access Code specific. The reason is that some Business Partner groups are used for grouping together Base Companies. These groups must be visible within all Access Codes.
To access the Create Business Partner Groups window and select Access Code details:
- Double-click the Business Partner Groups icon to view the Business Partner Groups window.
- Select New from the pop-up menu.
You see the Business Partner Groups window.
When accessing the Find: Business Partner Group window, you see groups that belong to your Access Code as well as groups that are defined to be visible within all Access Codes.
When you create a Business Partner Group, the group will by default be created for your Access Code.
If the group should be visible within all Access Codes, you must de-select the Access Code Specific Group check box.
When viewing the Groups for a Business Partner(details tab) you only see those Groups that belong to your Access Code.
Attachments #
Attachments (that is, links to external documents) can be made visible only within one Access Code, or visible within all Access Codes.
If the Access Code Specific Document check box is selected, it means the document link is only visible within the indicated Access Code.
If the check box is not selected, the document is visible within all Access Codes.
When opening the Attachment list for a Business Partner, for example, you only see the documents that belong to your Access Code.
Notifiers #
Notifiers can be made Access Code specific (only visible within one Access Code) or general, in the same way as links to external documents.
Business Partner Notes #
Business Partner Notes(last tab on the Business Partner window) are visible within all Access Codes.
If there is a need to create a Note, which is visible only within one Access Code, you must store this information in an external document.
Business, Claims, Accounting #
All Business, Claims and Accounting data is automatically assigned to the active Access Code, and is visible only within that Access Code.
More specifically, this applies to:
- Businesses
- Business Groups
- Claims
- Headline Losses
- Claim Groups
- Worksheets
- Accounting Orders
- Business, Claim, Business Partner Ledgers
Policy Light, Light Claims, Light Booking #
All Light Policies (i.e. Policy Light and Policy Light Life), Light Claims and light bookings are automatically assigned to the active Access Code, and is visible only within that Access Code.
More specifically, this applies to:
- Policy Light and Policy Light Life
- Light Claims
- Light bookings
- Accounting Orders, i.e. Preliminary Booking Order and Preliminary Correction Order
- Multi Business Protection Assignment Order
- Cede Interface Order
Business Identifiers and Business User Defined Layouts #
When creating the selection rules for a Business Identifier series, you can indicate which Access Code the series applies to. This function is performed on the Business Identifier System Parameters tab.
Thus, you can define different Identifier Series for different Access Codes.
It also enables you to add a specific suffix to the Business Identifier, per Access Code. Simply add the desired Access Code string to the Prefix part of the automatic identifier.
If you want an Identifier Series to apply to all Access Codes, do not select any Access Codes when defining the selection rule.
The same applies for User Defined layouts, for Business. You may define different layouts for different Access Codes. If you choose not to include an Access Code in the User Defined Layout rule, for a User Defined Layout, that layout will be valid for all Access Codes.
Note! All Identifier Series and User Defined Layouts are visible from all Access Codes. However, if the selection rule for an ID Series / User Defined layout contains an Access Code, it means the ID series / Layout will be used only in that Access Code.
Worksheets, Ledgers #
When searching for a worksheet using the Find: Worksheet window, you will only see worksheets belonging to your Active Access code.
The same applies to opening a Business Partner Ledger. Only balances belonging to your Access Code will be available.
Shared Data #
The following data is not segregated by Access Code:
- Business Partners
- Reference Data
- Currencies and Exchange Rates
- Countries, States, Country Groups, State Groups
- Reporting Units
- System Parameters