Restrict access to Person system table fields in field sets

The system administrator can restrict access to fields used in field sets, such as race, gender and other fields on the Person system table.

Example: You want to prevent teachers from viewing one another's gender and race, but let them access these fields for their students.

To restrict access to fields in the Person table and prevent them from appearing in field sets:

  1. Determine the fields you want to hide from field sets.
  2. Restrict NAV access for user roles and templates as needed.
  3. Edit the templates to remove the fields you want to hide from selected user roles.

  • Example: You can remove the date of birth field on the staff detail template but let it appear on the student detail template.
  1. Go to the District Security preferences. At the Fields to exclude in field sets field, enter the OID path of the field(s) you want to hide. To hide more than one field in field sets, enter each field, separated by a comma.

  2. Note: Users with the appropriate access privileges can continue to view and edit the staff psnDob field on other templates. The Student > Person > Date of Birth field (relStdPsnOid.psnDob) can be viewed and edited by staff on other templates. On Student list pages, staff can use Student > Person > psnDob in field sets.
  1. To let a staff member access the hidden fields, go to their user role and enable the Override excluded fields preference field (in the Core category). Other users cannot access the hidden fields in field sets.

Note: Use global lists to find and delete any user-owned field sets that currently use these fields (District [Root Organization] view, Global > System > Field Set > List ).

Example: District administrators do not want staff members to view each others' date of birth. As the system administrator, you exclude this field from field sets for staff members using the following steps:

1. Remove the psnDOB field from the staff detail template. You can leave the field on other templates that staff members do not have access to.

2. Enter the Staff > Person > Date of Birth field (relStfPsnOid.psnDob) at the Fields to exclude in field sets preference in the District Security preferences. This preference hides the field in field sets.

3. Enable the Override excluded fields preference field for any user role that needs to access the hidden field in field sets. Once the Staff > Person > psnDob(relStfPsnOid.psnDob) field is hidden, only the system administrator, or another user with the Override excluded fields preferences enabled for their user role, can access it in field sets.