Record Share with Organization

Overview 

This document helps the user to understand the behaviour and functionality for share record with other organizations.  Shared Master records with other organization can use In the transition windows and complete  the transition with that master records instead of creating new master records  in that Organization. 

How it Works

 Step 1

 In order to achieve this functionality, Vienna has introduced a new checkbox on role screen having name "Can Share Record With Org". If user has checked this checkbox for any role and refresh the link , then on all Master screens which are accessible to that role , an action having name "Share Record" will be displayed in action panel User can only share the  record of Master screens. 

Organization, Warehouse Structures, Shared Record screen  User cannot  share the  record of  this Master screens. Share Record icon in the action panel of the  Organization Screen , Warehouse Structures, Shared Record Screen are disable. 

Open role  Window and mark  " Can Share Record With Org" Check Box true for the specific role. 

Open

Step 2 

Then Refresh the link  in all Master screens which are accessible to that role , An action having name "Share Record" will be displayed in Action panel User can only share the  records of Master screens. 

"Share Record"  Action will Display in the action panel of all Master screen,  

Open

Step 3 

Record Share Popup 

Open any master screen and user clicks on Share Record icon in action panel , a  Record Share  popup will appear Display  list of organizations in the record share popup .In this list, user can see all organizations of current Login role in Alphabetical order , which have user have  Organization assess. 

Summery Org Column in Record Share Popup 

User can  Search Summery organization in Summery organization column, It will display all the  Organization under the summery organization in record share popup according to the search data. 

Summery Org Column Search icon  in Record Share Popup 

 User can  click on the Summery organization Column Search Button, It will display the Summery Organization popup where it will display all the Summery organization. When user select any Summery organization in summery organization pop in the record share popup It will display all the  Organization under the summery organization. 

Legal Entities list box in Record Share Popup 

Legal Entities (All)

If user Select All  from the list box in Legal Entities Column in the Record Share pop up it will display all the organization which are Legal Entities and non-legal Entities. 

Legal Entities (Yes) 

If user select Yes  from the list box in Legal Entities Column in the Record Share pop up it will display all the organization which are Legal Entities. 

Legal Entities (NO) 

If user select NO from the list box in Legal Entities Column in the Record Share pop up it will display all the organization which are  Not Legal Entities. 

Search Key/Name  Column in Record Share Popup 

Search Key  

User can search the organization  in the Seach key  filed in record share pop  by  Search key, data will appear according to search data in record share popup. 

Name  

User can search the organization  in the Seach key  filed in record share pop  by Organization name  data will appear according to search data in record share popup. 

 Read only Checkbox  in Record Share popup 

when Record is shared with the different organization and mark read only false Should share the child's and shared Record Should be editable and able to insert the new record in the lines. 

User can share the Record with the Read-only with different Organization , if User mark Read-only Check box  as True for the specific organization  and share it The whole Record  header and child's will be Read only. 

If mark read only on the record Shared pop and share with the organization, shared record   cannot be delete and restricted to edit the record , System will display a pop up message  You cannot delete this record – You don’t have the Privileges. 

If record is shared with read-only , system will  restricted to edit the record shared record  but user can add  new child record. 

Selected  Record will display on top of  Record Share popup 

Display Name on Share Popup 

In the Screen if Name column and  Seach Key  column  is Marked as the Identifier,  when user select the Record and click on Share  Record Button in the record share pop it will display the Name on the top. System Will Give the First Preference to the Name. 

Display Search on Key Share Popup 

In the Screen if Seach Key  column is Marked as the Identifier and name column is not marked as Identifier , when user select the Record and click on Share  Record Button in the record share pop it will display the Search Key  on the Top. 

Display Record ID on Record Share Popup 

In the Screen if Name column and  Seach Key  column  is not  Marked as the Identifier, System Will Give the First Preference to the Record ID. When user select the Record and click on Share  Record Button in the record share pop it will display the  Record Id on the Top. 

Can Share only one record at a time 

When user Select the Multiple  Records  in the screen and click on the Shared Record icon in the action panel System will display the popup message" Can Share only one record at a time" 

Share Parent First 

System will not allow to share the child record if the parent is not Shared. it will Display the popup message "Share parent First" 

Selected Record organization  Should Not Display on the Record Share Popup 

Share Record with other organization 

Now user can Select the  organization with which a record need to be shared and click on OK button. System will share that record and all child records with same organization as header  of that record  in current screen with selected organizations in record share popup . Shared master record  with the Particular organization can  use in the  transition windows.  

Shared Record  icon will display Thick Blue Color 

Shared Record icon in the action panel  will display Thick blue color if the record is Shared with Organizations . 

Record Shared organization will appear light green color on top in record share popup 

If user share the  Record  with the specific organizations, Record shared organization will display on the top in the  record share pop with light  Green color.  

Edit Record Share popup in Line 

 System Should allow to edit in the record share pop when user click on the record share icon in the action panel form the child tab , can share & unshared the child's with read-only checkbox true and false. 

Auto-Share for already Shared Record  

If user create a new child with the same Organization as header  Organization  (from screen ) of already shared record, then that record will be Automatically Shared with organizations with which parent record is shared . 

Auto-Share will not work for parent Organization and child Organization different for already Shared Record  

If user create a new child with the different Organization  and  header  Organization is different   (from screen ) of already shared record, then that record will be Not  Automatically shared with organizations with which parent record is shared . User have to share it manually with organizations with which parent record is shared by click on shared record icon  (conditionally login user have org access in which parent record shared) 

if  record is created in the A organization with lines and shared with b organization ,  when user login with b org and select the shared record and try to create the new line and click on save record should created on the Loging org  user after the save. 

Shared Record with specific Organization will Display only when the user login with the specific Organization. 

Copy Record in Action panel for the Shared record  

When user click on the copy record icon in the action panel for the shared record, system will not allow to copy the shared record it will display info popup "The Action Is not Allowed in this Context" 

Because user does not have the access for that organization. 

Restricted  Cross Sharing Functionality 

For Example Admin Will Not Able to share the record which was shared that record  by another Admin, in this scenario when admin select the shared record on the screen  and click on the shared record icon in the action panel System will display the  info popup "The Action Is not Allowed in this Context" 

Sharing Record created in * Organization 

In Vienna Advantage, in general when a record is created in * organization, then that record is accessible to all other organization, so we cannot share the * Organization record, in  the actional panel Share Record icon will be disable for the  Records Created in the star

If User Create the parent  record in the *  organization and child's Record  in the different organization, User can share the  Child record with the Specific organization. 

Share Record window  

When you share a record with the another organizations there will be entry in the shared  record  Window as shown bellow  

 When user unshared the record with the organizations  or  Delete the  shared record System Will automatically Delete the entry's  form the Shared record window. 

Share with organization column represent the record is Shared with which  Organization , Table/View column identify the table name of the of Shared record Screen , Document Zoom column  (where the user can zoom the shared record ) ,Child Share (if the child record is share the check box will be true ) , Read Only represent the record is shared with read-only  to Shared with Organization , Active Check box Specify Shared Record  is Active  or not .