---
title: "Record security definitions"
slug: "what-are-record-security-definitions"
description: "Create and manage Record Security Definitions and Filters in Cintra iQ to control user access to records effectively."
updated: 2026-06-10T11:26:20Z
published: 2026-06-10T11:26:20Z
canonical: "help.cintra.co.uk/what-are-record-security-definitions"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Record security definitions

A **Record Security Definition** is made up of one of more **Record Filter Definitions**, which automatically filter access to records in the **Navigator** when a user is logged in. Once the **Record Security Definition** is created, you can apply it to one or more **Security Profiles**, which can be assigned to a user.

> [!NOTE]
> You must have **System Administration** permission in order to access this functionality.

## To create a record filter definition

1. Navigate to the **Record Filters Definitions** window.
  - Go to **Cintra iQ**: System Administration > Record Security > Record Filter Definition
2. Select the desired **Data File**.
3. Click the **New** button. The **Create Record Filter Definition** window appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064368.png)
4. Enter a **Title**.
5. Continue to create an expression. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064369.png)

> [!NOTE]
> - Creating an expression in the Create Record Filter Definition is the same process as in Filters, except that selecting a Category is not an option when creating a Security Record Filter Definition. For more information, see [Creating record filters](/iq/docs/what-are-record-filters).
6. Click the **OK** button. The definition is created. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064370.png)
7. Continue to create the definitions for each of the **Data Files**.

## To apply the record filter definitions to a record filter selection definition

1. Navigate to the **Record Filters Selection** window.
2. Select the desired **Data File**.
3. Click the **New** button. The **Create Record Filter Selection Definition** window appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064372.png)
4. Enter a **Title**.
5. Select the desired **Record Filter**.
6. Add it to either the **Include records belonging to ALL of:** or the **Exclude records belonging to ANY of:** panes. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064373.png)
7. Click the **OK** button. The definition is created. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064374.png)
8. Continue to create the relevant definitions for the applicable **Data Files**.
9. Click the **Close** button to exit.

## Create a record security definition

1. Navigate to the Record Security Definitions window.
  - Go to **Cintra iQ**: System Administration > Record Security > Record Filter Definition
2. Select the desired **Data File**.
3. Click the **New** button. The **Create Record Security Definition** window appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064375.png)
4. Enter a **Title**.
5. Select the desired **Data File** from the drop-down list.
6. Select the desired **Record Filter Selection Definition** from the drop-down list.
7. Click the **Add** button. The **Data File** and **Record Filter Selection** is added to the **Assigned Record Filter Selection per Data File** pane.
8. Continue to assign **Record Filter Selections** to a **Data File**. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064376.png)
9. Click the **OK** button. The definition is created.
10. Continue to set up a security profile.