Adding user restrictions

User restrictions limit search and filter results to items that do or do not contain specific users, users in specific security groups, or users in a specific company, division, or department. For example, you can create a restriction to find issues entered by users in the Quality Assurance security group.

User restrictions also apply to customers.

1. Click Add on the Add Filter, Edit Filter, or Advanced Search dialog box.

2. Select a field from the Restrict by list. The options change based on the selected field.

3. If you are adding a restriction to a filter, select Prompt for restriction information at run time to prompt for criteria when the filter is applied.

If this option is selected, you are prompted to enter or select criteria when applying a filter to a list, generating a report that uses the filter, applying a view that uses the filter on a list, or applying the filter when adding items to a link.

You may want to select this option if the restriction information changes frequently so you do not have to edit the filter. The restriction information you enter in the filter is used by default. See Selecting interactive filter criteria.

4. If the restriction is for a workflow event, select the Event to search.

• First searches only the first instance of the event.
• Last searches only the most recent instance of the event.
• All searches all instances of the event.

5. Select an option to indicate how to search for users selected in the restriction.

• Matches the following searches for items with the users.
• Does not match the following searches for items without the users.

6. Select the category to search.

• Users is selected by default. This option allows you to search for specific users by name.
• Security Groups searches by specific security groups.
• Company searches by a specific company, department, and division.

7. Select an option to indicate how to search for the selected values. This option is only available for multiple list selection user fields.

• Any of the following items searches for items with one or more of the values.
• All of the following items searches for items with all of the values.
• Exactly the following items searches for items with only the values.

8. Select the values to search for based on the restriction type.

• Users—Search for a user and then select the user in the list. Repeat for each user to add to the restriction. Select <current user> to search for items with the logged in user selected in fields. Select <unknown> to search for items with <not set> or <unknown> selected in fields. A field may be set to unknown if a user was selected in the field, but was later deleted from the project. Click Select All to select all users in the list or Select None to clear any selected users. Click Advanced search to find users using more specific criteria. See Searching for users and customers in fields.

• Security groups—Select the security groups to add to the restriction or search for a group. Select <not set> to search items with users who are not in a security group. Click Select All to select all security groups in the list or Select None to clear any selected groups.
• Company—Select the Company, Division, and Department to add to the restriction. Values in the Division field are based on the selected Company value, and the values in the Department field are based on the selected Division value. Select <Any Company>, <Any Division>, or <Any Department> to perform a more extensive search. Select <not set> to search for users without company, division, or department information in their user records.

9. Click Add to add additional restrictions.