Set Up Field Level Authorizations

Field Level authorizations are generated by the PDC engine when a user edits/overrides a value for a field that is configured as ‘Authorization Required’. The purpose of field level authorizations is that if a data field is considered of high importance, and if a user attempts to alter an existing value, the request is placed temporarily (change is not updated to the master record) until another user (with appropriate credentials) authorizes the request.

Notification for pending field level authorizations are displayed as an exception on the Entity Summary screen within the Portfolio Desk. Once you highlight a particular entity in the Entity pane, the Exception pane lists the pending authorization with the error message ‘Authorization Required' along with the field name and date.

Field Level Authorization Workflow

When a user manually overrides a history record of a field (for which authorization is enabled), a pending authorization is generated for that field, for that entity, for the selected effective date. In addition, the system sets the release level of that entity to incomplete. It is important to note that the entity release level is updated (to incomplete status level) only if the most recent history record is edited. If a non-recent history record is updated, a pending authorization is generated for that effective date but the entity's release level is not changed. The reason for this is because the release level is always based on the most current definition of an entity’s history (most recent history date). If the entity is already fully released (or ‘Complete’ ) it indicates that the most recent history is free of exceptions and pending authorizations. Therefore, only an override to the most recent history record creates a pending override AND resets the entity's release level to incomplete whereas overrides to a non-recent history record only generate a pending authorization for that date.

Configure Field Level Authorization

Portfolio Data Center allows you to configure Field Level authorization in two ways: 1. Using the Portfolio Data Fields Settings. 2. Using the Field Settings Overrides of Policy workflow.

If you configure Field Level authorization using Portfolio Data Field Settings, it provides streamlined workflow setup that defaults to all Field Groups and Policies that uses that field. However, you can make exceptions at the Policy level where you can enable/disable the field selection for authorization, as needed.

Set Up Field Level Authorization in Portfolio Data Field Settings

PDC allows you to configure field level authorization from the Portfolio Data Field Settings menu.

To set up field level authorization:

In Portfolio Data Center, from the left navigation, select Setup > Metadata > Portfolio Data Field Settings.
You see the Portfolio Data Field Settings with the available list of fields.
Select the field for which you want to generate authorization from the list of the fields.
On the Home tab, in the Manage group, click Edit. Or, double-click the field.
You see the Editing Field wizard.
Select the Authorization Needed check box to generate the pending authorization request.
When you edit/override the field value, the system does not append the field value to the master record until someone else authorizes the change. And also the system sets the entity's release level status to incomplete.
Click Save & Close to save the changes.

Set Up Field Level Authorization in Policies - Fields Settings

PDC Policies support changes to field level settings at the individual Policy level to allow configuration differences of the same field.

To set up field level authorization:

In Portfolio Data Center, from the left navigation, select Setup > Policies.
You see the Policies workspace with the available list of policies.
Select the policy, in which the field you want to generate authorization resides.
On the Home tab, in the Manage group, click Edit. Or, double-click the field.
You see the Edit policy page.
Select the Fields tab.
You see the Field Settings Override page with the available list of Fields groups with their respective fields.
Select the Authorization Needed check box corresponding to the field for which you want to generate the pending authorization request.
When you edit/override the field value, the system does not append the field value to the master record until someone else authorizes the change. And also the system sets the entity's release level status to incomplete.
Click Save & Close to save the changes.