How to Limit User Access to Certain Reports
in Sage X3

It is not uncommon for a client to ask us if it is possible to restrict a user’s access to only certain reports in Sage X3 and nothing else. The short answer to this question is yes, it is possible. It takes a little while to configure but works well once set up.

In this blog post, we will review the steps necessary to set up the process.

NOTE: Much of the content of this blog post was originally posted on Sage City by Nick Brown, ERP Consultant at CPiO Limited, one of the UK’s leading Sage business partners.

STEP 1: CREATE A NEW MENU ITEM

Create a new menu item (Administration > Authoring > Menu item) for each customized report. In our example this is a customized version of the BALAGEHIST report:

The menu item should be configured with a Link type of Function (classic) with the function name being AIMP~ followed by the report name. In this case the function is AIMP~YBALAGEHIST

STEP 2: CREATE A NEW SET OF MENU SUBMODULES AND MODULES

Create a new set of Menu submodules and Menu modules under Administration > Authoring > Pages.

Menu submodule (with the new menu item(s) entered as the Content):

Menu Module (with the new submodule entered as the Content):

STEP 3: CREATE A NEW NAVIGATION PAGE

Create a new Navigation page (Administration > Authoring > Pages) and add the new menu as the only item, removing all of the top-level menus if they exist:

STEP 4: CREATE A NEW ROLE

Create a new Role that uses the new Navigation Page and a new Group.

STEP 5: CREATE A NEW USER MENU PROFILE

Create a new User menu profile (Parameters > Users > User menu profile) and remove all functions, leaving only the Start menu:

STEP 6: CREATE A USER FUNCTIONAL PROFILE

Create a corresponding User functional profile and then click Profile and manually add the AIMP function:

STEP 7: CONFIGURE YOUR NEW USER ACCOUNTS

Configure your new user accounts to use the new Role, User menu profile and User functional profile created in the previous steps.

When the user logs in they should then only see the customized report on the navigation menu and when accessing the function can only run the report specified against the menu item:

For more information about limiting user access to specific reports in Sage X3, please contact us.