How to Set Up Address Book Data Privacy (P01138)

Yep, that’s right Address Book Data Privacy using the P01138.

This ability was introduced in Tools Release 8.98.4.0 with 8.11 applications but I just recently was introduced to it (Thanks, Steven).

Anyway, it’s a great way to hide sensitive information that is in the address book while still allowing some users to do a Search and Select without using column security.

Data security can be setup for the following fields:

1. Tax ID
2. Addl Ind Tax ID (additional tax ID)
3. Address.  Includes Address Lines 1-7, City, State, Postal Code, Country, and County.
4. Phone Number.  Includes phone number and phone prefix.
5. Electronic Address.  Includes only electronic addresses with Type E.
6. Day of Birth, Month of Birth, and Year of Birth.
7. Gender

Setting up Address Book data security involves these steps:

1. Selecting the Activate Personal Data Security constant in the Address Book Constants (P0000). Personal data security is inactive unless the Activate Personal Data Security constant is selected.
2. Setting up permission list definitions. Use the Address Book Data Permissions program (P01138) to create one or more permission lists that specify which fields in the Address Book are secured.
3. Setting up permission list relationships. Use the Permission List Relationships program (P95922) to determine the users or roles that are subject to each permission list.

Once you have set up Address Book data security, keep in mind that users can still view their own address book information, and secured fields are not protected under these circumstances:

1. Adding new Address Book records.
2. Running reports that contain the secured fields. 
3. Viewing records in the Universal Table Browser (UTB).

So, how do you get it to work?

These instructions on setting up permission lists in P01138 are in a Word document that accompanies Oracle Doc ID 659670.1. However, a quick breakdown follows:

1. Open P01138
2. Click Add. Add the name, search type and check the boxes that should be “masked”
3. Ok to save. Find. Choose Row menu to setup Permission List Relationship
4. Add Security Roles (setup in Security Workbench) or User IDs through Row menu
5. Search for the User ID you want to add to this permission list.  Move the user to the left to add them to the permission list, then click close to save. Note: a user can be associated to only one permission list or you will receive an error message. This includes if a permission list is using *ALL.
6. Then Go to Form menu and choose Perm List Rel:

Author

Stewart Schatz

Career: Principal CNC Consultant for Syntax Systems Limited specializing Oracle JD Edwards EnterpriseOne and the technology that supports it. Side Hustle: Owner/Operator of E1Tips.com Location: Lancaster, PA USA  What I like to do: Invest in Family, Explore Technology, Lead Teams, Share Knowledge/Experience, Hunt, Hike, etc.

stewart@9rains.com

http://stewartschatz.com