Creating Rules Based on User Access

When creating rules based on user access, the following sections: Rules Details, User Access, Criteria, and Alert Details must be completed as outlined below in each tab:

• 1. Go to Data Governance, and click + Create New Rule.

  The navigation menu may differ depending on the Neodeluxe products your firm uses. 

  2. In the Rules Details section, enter the new rule’s Name*, and Description*.

  

  The Is Active* dropdown field is automatically filled with Yes.

  3. Select the Rule Type* Based on User Access.

  

  4. Select the Project Type* that contains the field where the rule will be applied. 

• To set up your rule, you can select either the users who will have access or those who will be denied access. Choose the appropriate option by selecting the corresponding radio button. Keep in mind that you can only apply the rule to one of the two options.

  1. In the User Access section, select one of the following options: Grant access to or Deny access to. 
  2. Select the Users* who will be granted or denied access.
  3. In the Type of Access* field, select one of the following options: Project Phase Change, Notes, Project Information, Collection Item or Form. 
  4. Complete the enabled field(s) if it is the case, according to the selected option in Type of Access*.

  

  • Project Phase Change : When selected, no additional fields are displayed.
  • Notes: When selected, the Actions* field is enabled with the following options: Add, Edit, Complete and Incomplete. 
  • Project Information: When selected, the Actions* field is enabled with the following option: Edit. 
  • Collection Item: When selected, the following fields are enabled:
    •  Actions*: Contains the following options: Create, Edit, and Delete. 
    • Sections*: Contains the collection sections within the selected Project Type.
  • Form: When selected, the following fields are enabled:
    •  Actions*: Contains the following option: Edit.
    • Sections*: Contains the form sections (static sections in Filevine) within the selected Project Type.

• Configuring the Criteria section is optional in Rules Based on User Access. However, if a criterion is needed to evaluate whether a rule applies to a project, before the rule is evaluated, users can set up one or more criteria, each with one or more conditions.

  

  1. Configure the Criterion 1 by selecting the Variable*, Operator* and indicating the Value*.
  2. Click +Add Condition when required to add another condition in the Criterion 1 and complete the Variable*, Operator* and Value*.
  3. If required, click the Add Criterion button to create additional criteria.
  • A rule is applied when one or more configured criteria are met (For example: Criterion 1 OR Criterion 2 OR Criterion N). If none of the criteria are met, the rule does not apply to the project.
  • A criterion is satisfied only when ALL the conditions within it are met (For example: Condition 1 AND Condition 2… AND Condition N).
  • The N in Criterion N will dynamically change based on the number of criteria added.

  For a better understanding of criteria restrictions and ensure proper setup, we recommend visiting: Understanding Criteria in Rules

• 1. Enter the Alert Message that will be displayed if the rule is broken. After completing the setup, click Save.

  

  • The message should inform users that the rule is broken according to the rule’s configuration (whether access is granted or denied, and according to the type of access).
  • Customize the alert message by clicking on the variable you want to add. Paste it into the Alert Message* field, the variable is enclosed in curly braces allowing to create a dynamic message.

  For example: When you click on Project Name, the variable is copied to your clipboard. Paste it into the Alert Message* field, in this case {{project_name}}. The alert displayed in the Neodeluxe Sidebar will show the project name where the alert was triggered.

  • After saving the rule, it is listed as a Draft, and it's fully editable.
  • Associated alerts will not appear in the Neodeluxe extension while the rule is in Draft.

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using Neodeluxe Data Governance AI, please contact our Product Support Team:

• Email: help@neostella.com
• Submit a Request: Click here to submit a ticket

Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.