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System Administration

Record Restrictions

Record Restrictions (also known as Record Specific Security or Row Level Security) are a flexible, customizable security feature available on every Platform Page. It empowers a trusted User to hide specific records from other Users or User Groups. Record Restrictions is the only security type that doesn't apply directly through Security Roles. Instead, it applies to an individual record and is based on explicitly defined Users or User Groups.

This means you can set up Record Restrictions that work for your church! For example, several Users can have a Security Role that grants them access to the Background Checks page. But you may want to hide certain background check results (such as, failed) from most Users. Or, you might want to hide a celebrity's Contact record from most folks who can see the list of Contacts.

Things to Note

  • Record Restrictions update each time a User logs in to MinistryPlatform. They do not update throughout their session in case someone changes Record Security while they work.
  • Record Restrictions are on a literal record-by-record basis. So if you secure a Group, you only secure the Group record. It does not affect any related records, such as the Group's Participants.
  • A record can only have one Record Security record at a time. Adding an additional Record Security Record overrides AND replaces the existing record. But you can add additional Users and/or User Groups to an existing Record Security.
  • Record Restrictions only apply to access within the Platform. A restricted record still displays in Widgets and Life Apps. So, for example, if you want to ensure a group does not display in the Group Finder Widget or Group Life, set Available Online to No on the Group record.

Applying Record Restrictions

The ability to secure records on a specific page is an Explicitly Secured Action. So, the only Users allowed to do so are those with a Security Role that grants them permission to apply Record Restrictions on a specific page.

Secure Records

  1. Locate and open the record you'd like to secure. Or, select a group of records to secure.
  2. From the Actions menu, select Secure (the padlock icon).
  3. Select an option:
    • Allow EVERYBODY except...: The selected Users or User Groups to see the record.
    • Allow NOBODY except...: The selected Users or User Groups to see the record.
  4. Select the Users and/or User Groups to allow or restrict. Enter the names if you know them, or click the magnifying glass to pick from the list.
  5. Click Secure.
    Record Security dialog box showing options for Allow Everybody except... and Allow Nobody except... with the ability to select certain Users and/or User Groups

Remove Record Restrictions

  1. Locate and open the Secured Record, or select the group of Secured Records.
  2. From the Actions menu, select Secure (the padlock icon).
  3. Click Remove Security.

Record Security

Review your current Record Security or add a User or User Group to an existing Record Restriction.

  • Restricted:
    • Yes: Allow Everybody Except… was selected. This record is restricted from associated Users and User Groups.
    • No: Allow Nobody Except… was selected. This record is visible only to associated Users and User Groups.
  • Record ID: Record ID of the Secured Record.
  • Table Name: Table Name where the Secured Record is located.

Add Users and/or User Groups

  1. Go to Administration > Record Security.
  2. Click the name of the Record Security you'd like to review or add Users to.
  3. Select the Users tab to add additional Users.
  4. Select the User Groups tab to add additional User Groups.
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Last updated: July 16, 2024