--- title: "What is record security?" slug: "what-is-record-security" updated: 2026-06-10T11:26:20Z published: 2026-06-10T11:26:20Z canonical: "help.cintra.co.uk/what-is-record-security" --- > ## 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. # What is record security? 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. For information about the procedures, see record security tasks. > [!WARNING] > **Important:** You must have System Administration permission in order to access this functionality. Go to Cintra iQ: System Administration Manage Security Define Security Profiles ## Before you begin... Ask yourself what security filter, if any, you wish to apply to each set of records throughout the system. The record sets refer to the records that are attached to the folders in the **Folders** pane, located in the **Cintra iQ** workspace. ## Record Filter Definitions Within **Record Filter Definition**, you can create a **Record Filter** that restricts access to particular records in the **Navigator**, so that when a user logs in, they only have access to certain records. > [!NOTE] > **Knowledge:** I want to use a Record Filter Definition to restrict the Training manager's access to any of the Director's employment records so that the records cannot be viewed by them. ### About the Record Filter Definition window **Record Filter Definitions** are based on the concept of **Record Filters** whereby **Cintra iQ** allows you to create a filter that contains criteria that, once applied, tells the system to display specific records in the **Navigator**. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064390.png)Use this window to create a record filter that restricts access to specific records. Go to **Cintra iQ**: System Administration > Record Security > Record Filter Definition ## Record Filter Selection Definition Within **Record Filter Selection Definition**, you can select one or more **Record Filters** to which you can include or exclude records, so that when you create a **Record Security** definition, you can automatically restrict access to specific records in the **Navigator** when the user logs in. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064391.png) ### About the Create Record Filter Selection Definition window ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064392.png) | Name | Description | | --- | --- | | **Title** | Enter the title of the **Record Filter Selection Definition**. | | **Record Filters pane** | This pane contains the definitions that were created in **Record Filters Definitions**. They contain the criteria for record access. | | **Include records belonging to ALL of: pane** | This pane includes any record which fulfils the criteria of the record access filter(s) you have set. e.g. To see those employees who are already starters since Jan 2015, add the filter Starters since Jan 2015 here. > [!NOTE] > **Note:** This pane gives you the flexibility to attach multiple filters to an already added filter, so that the initial filter's record set can be reduced to an even smaller subset. | | **Exclude records belonging to ANY of: pane** | This pane excludes any record which doesn't fulfil the criteria of the **Record Filter Definition** you have set. e.g. To see all employees but those who are starters since Jan 2015, add the filter Starters since jan 2015 here. | ### Buttons Use the following buttons to perform various tasks. | Name | Description | | --- | --- | | **Add** | Click this button to add a filter to either the **Include records belonging to All of:** or **Exclude records belonging to ANY of:** panes. | | **Remove** | Click this button to remove a single filter from either the **Include records belonging to All of:** or **Exclude records belonging to ANY of:** panes. | | **Clear** | Click this button to remove all filters from both the **Include records belonging to All of:** and/or **Exclude records belonging to ANY of:** panes. | ## Record Security Definitions After applying **Record Filters** to a variety of **Data Files (Folders)**, you can combine the different **Record Filter Definitions** into a single security definition. This then can be applied to one or more **Security Profiles**. > [!NOTE] > **Knowledge:** I have applied different record access definitions to the record sets of Employment Records, and Pay Spines. Now I want to collect together all those different filters that were applied or included or excluded on the different types of records. ### About the Create Record Security Definition window ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064393.png) | Name | Description | | --- | --- | | **Title** | Enter the name of the **Record Security Definition**. | | **Assigned Record Filter Selection per Data File: pane** | This pane displays the **Record Filter Selection Definition** assigned to the selected **Data File**. | ### Buttons Use the following buttons to perform various tasks. | Name | Description | | --- | --- | | **Add** | Click this button to add the selected **Data File** and **Record Filter Selection Definition** to the **Assigned Record Filter Selection per Data File** pane. | | **Update** | Click this button to update the **Assigned Record Filter Selection per Data File** pane with the newly selected **Record Filter Selection Definition**. | | **Delete** | Click this button to delete the selected **Data File** and **Record Filter Selection Definition** from the **Assigned Record Filter Selection per Data File** pane. | ### Date File This drop-down list contains the **Data File** types that are linked to the **Record Filter Selection Definitions**.