The Allow Access window is a pop-up that appears when you save a new item in RMS, letting you decide which related setup elements (such as Security Profiles, Travel Agents, or Discounts) can use the new item by default.

Overview

When a new item is created in certain areas of RMS, a small pop-up appears titled Allow Access (or Allow Rate Type Access when creating a Rate Type). The pop-up reads:

"Choose to either Include or Exclude this item in the following setup elements."

For each setup element listed in the pop-up, you can choose Include or Exclude. The choice you make determines whether the new item is automatically available to those existing records, or hidden from them.

This window is closely tied to Security Profiles and other access-control records. Whatever choice you make at creation can be changed at any time afterwards.

What Include and Exclude Mean

The Allow Access window does not change the new item itself. It changes how the new item is linked to existing records in other parts of the setup.

• Include: the new item is added to the Access Allowed list of every existing record in that element. Users, agents, companies, discounts, or other linked items can use the new item straight away.
• Exclude: the new item is added to the No Access list of every existing record in that element. It is hidden until access is granted manually on each record.

When the Allow Access Window Appears

The Allow Access pop-up is shown when saving a new item in any of the following areas. The window appears immediately after you click Save. The list of setup elements inside the pop-up changes depending on the type of item being created, as shown in the table below.

Setup Elements by Item Type

Example: Creating a New Category

The screenshot below shows the New Category form in RMS. After completing the required fields (Short Description and GL Acc Code), select any of the highlighted Save options (1) in the dialogue header. The Allow Access window opens immediately and lists the elements above.

Changing Access After the Item Is Created

The Allow Access window only appears once, on the initial save. Access can still be changed at any time:

• Open the existing item (Rate Type, Category, Form Letter, etc.) and use its Access tab.
• Or open the linked record (for example, a Security Profile) and move the item between the Access Allowed and No Access columns.

Related Articles

• Rate Type Access
• Category Access
• User Access to Form Letters
• User Access to Rate Types
• Security Profile access to Rate Type