Restrict Access to Data by Organization Level

If your school district or educational group uses multiple organization levels (for example, a root organization with one or more intermediate organizations) in Aspen, you can limit the choices users have in pick lists, and when running modified lists and mass updates.

For example, a root organization (Level 0) has an intermediate organization (Level 1) with associated schools. Administrators do not want the school nurse to see names associated with the root organization (Level 0) when she records health visits. They only want the nurse to see staff and student names at her schools in the intermediate organization (Level 1). The system administrator sets this data access in the Data Dictionary, using the Tables > Relationships side-tabs.

You can restrict access to data for any Data Dictionary system table. In this example, the Student and Staff system tables are related to the Person system table. From the Person system table, click the Relationships side-tab, then open the Student and Staff system tables and restrict access for each one.

To restrict access to data by organization level:

  1. Log on to the District (Root Organization) view.
  2. Click the Admin tab, and then the Data Dictionary side-tab.
  3. Select the checkbox next to the table that you want.
  4. Under the Tables side-tab, click Relationships. The list of tables related to the selected table appears.
  5. Find the related table that you want, and click to open it. The system table relationships page appears:

  1. At the Organization level drop-down, select the organization that you want this table's data restricted to.

    2. Note: The Organization level drop-down lists the organizations defined and enabled by your root organization. The default setting is the lowest organization level.

  1. Click Save.
  1. Reload the Data Dictionary for these changes to take effect.