Security Profiles

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Security Profiles are used to control User access to every function within the system. Each User record must be assigned to a profile and you can create as many profiles as you need. There are a number of profiles which are automatically created by default, these are to provide you with a starting point for creating role-based Security Profiles. See the Default Security Profiles section, below.

You must be connected as a User with the correct privileges to insert/ edit Security Profiles. From the Profile ribbon, use the Insert function to insert a profile, or the Browse or Find buttons to locate an existing profile.

Contents

Default Security Profiles

Transaction Options Defaults

Multi Currency Price Records

Price Change Control

eMail and XML

When changes are made to the security profile that is being used by the User who makes the changes, these changes will only come into effect after the Reset User Transaction Options has been applied.

Code

Enter a unique Code for the new Profile record; alternatively, use the Find, Previous, and/or Next ribbon buttons to locate an existing code.

Description

A meaningful description for the associated Code.

Default Menu Items To

Select from Enabled or Disabled. If you select to default the menu items to Disabled, all the menu items will be disabled and you must manually enable the menu items that are to be permitted for this profile; alternatively, if you select to default the menu items to Enabled, all the menu items will be enabled and you must manually disable the menu items to which Users with this profile are not to be given access.

The individual entries at each level have a tick to indicate that they are enabled, or a cross to indicate that they are disabled. Clicking on a check or an 'X' switches to the opposite sign. Clicking on an enabled entry at any level will highlight the entry and expand the list to show the entries within that level, and, in the right-hand pane, the security options for that level.

Levels

The Levels feature is a part of Segregation of Duties and allows you to assign User access down to individual record level. E denotes Edit permissions, whereas W denotes Work with permissions. You are also able to set Exact permission, e.g work with only level 12. In the main Menu pane, these are read-only. These properties are set in the footer of the Options pane.

Default Options To

This drop-down defaults the security options, for the highlighted Menu entry, to the choice you select. Select from No Access (Access is denied), View Access (User is given read-only access), or Full Access (User is given full read/write access). Also, see Transaction Options Defaults section, below.

Note that there are two types of Options listed: 'actions' (e.g. Edit, Delete) and 'window access' (e.g. EC Info). When selecting View Access, only options relating to window access are set (e.g. it would not make sense to give View access to a Edit action)'. 'Window access' can be No Access, View Access, or Full Access, whereas 'actions' must be Enabled or Disabled.

If you want to give mixed access, you should first Default Options To give Full Access or No Access and then manually amend the required actions.

Options

The security status for each Option is displayed. To change the security status for an option, click on the current status to display the menu of alternatives and then select the status you require.

Levels properties are set in the footer of this pane.

Ribbon tasks

The majority of these tasks are described fully elsewhere in this help.

Functions specific to Profiles are:

Export/ Export All/ Import
Global
Budgets
Periods
Levels
Hide Fields
Reset
Users
Corrections
Sub Analysis

Default Security Profiles

The following profiles are created automatically when creating a new database. These are meant to provide you with a starting point for creating role-based Security Profiles.

	Details
Code	MASTER
Description	Master
Module Access	Access enabled for all modules and sub features
Enquiry Access	Access enabled for all Enquiry lists
Rules	Edit and Delete functionality is not available. This profile is used as the default for new User records if the USER profile has been deleted.

Code	USER
Description	User
Module Access	Access enabled for all module and sub features.
Enquiry Access	Access enabled for all Enquiry lists.
Rules	Edit and Delete functionality is available. This profile is used as the default for new user records unless it has been deleted, in which case the MASTER profile is used.

Code	CRM USER
Description	CRM User - to be used with CRM-only unlock
Module Access	Access enabled for CRM and all sub features of CRM. Access enabled for Sales Orders > Transactions > Orders and Estimate.
Enquiry Access	Access disabled for all Enquiry lists
Rules	Edit and Delete functionality is available. You may deny access to the modules listed, but not enable access to any other modules within this profile. This profile is the default for new user records where a CRM-only unlock has been applied.

Code	CRC USER
Description	Credit Control User Only
Module Access	Access enabled for: Sales Ledger and all sub features of Sales Ledger except Period End Credit Control and all sub features of Credit Control.
Enquiry Access	Access is enabled for the following Enquiry lists: Sales Transactions Outstanding Sales Orders Sales Analysis Transactions Sales Aged Debtors Credit Control Aged Debtors Sales Customer Profit
Rules	Edit and Delete functionality is available.

Code	SALES
Description	Sales User Only
Module Access	Access enabled for: Sales Ledger > Records, Records Reports, and Access Crystal Reports, and all sub features of those features CRM and all sub features of CRM Sales Orders and all sub features of Sales Orders.
Enquiry Access	Access enabled for the following Enquiry Lists: Sales Transactions Outstanding Sales Orders Sales Analysis Transactions Sales Aged Debtors Prospects Outstanding Estimates Sales Customer Profit
Rules	Edit and Delete functionality is available.

Code	PURCHASING
Description	Purchasing User Only
Module Access	Access enabled for: Purchase Ledger and all sub features of Purchase Ledger Invoice Register and all sub features of Invoice Register Stock Control > Records, Records Reports, Purge, Access Crystal Reports, and all sub features of those features Purchase Orders and all sub features of Purchase Orders.
Enquiry Access	Access enabled for the following Enquiry lists: Purchase Transactions Outstanding Purchase Orders Purchase Analysis Transactions Purchase Aged Creditors Stock Profit Stock On Order Price Record Purchase Orders Stock Transactions Stock Sub Analysis Transactions Stock Allocations Price Record Sales Orders Sales Price Record Profit
Rules	Edit and Delete functionality is available.

Code	STOCK
Description	Stock User Only
Module Access	Access enabled for Stock Control and all sub features of Stock Control.
Enquiry Access	Access enabled for the following Enquiry lists: Stock Transactions Stock Sub Analysis Transactions Stock Allocations Stock On Order
Rules	Edit and Delete functionality is available.

Code	FINANCE
Description	Finance User Only
Module Access	Access enabled for: Sales Ledger and all sub features of Sales Ledger Purchase Ledger and all sub features of Purchase Ledger Invoice Register and all sub features of Invoice Register Cash Book and all sub features of Cash Book Nominal Ledger and all sub features of Nominal Ledger
Enquiry Access	Access enabled for the following Enquiry lists: Sales Transactions Sales Analysis Transactions Purchase Transactions Purchase Analysis Transactions Nominal Transactions Sales Aged Debtors Purchase Aged Creditors Cash Book Actual Cash Book Batched Nominal Committed Transaction
Rules	Edit and Delete functionality is available.

Code	PROJECTS
Description	Projects User Only
Module Access	Access enabled for: Costing and all sub features of Costing Sales Orders > Transactions > Orders Sales Ledger > Records > Customers Purchase Ledger > Records > Suppliers CRM > Records > CRM Control, CRM Data Entry
Enquiry Access	Access enabled for the following Enquiry lists: Outstanding Sales Orders Outstanding Purchase Orders Costing Cost Centre Transactions Costing Project Transactions Costing Project Cost Transactions Costing Project Sales Transactions Costing Resource Transactions Prospects Outstanding Estimates
Rules	Edit and Delete functionality is available.

Transaction Options Defaults

When Transaction type menu items are selected, e.g. Invoices, a column of tick-boxes will be displayed to the right of the Enabled/Disabled menus, below the heading Default.

These are the User Transaction Options that are available for the transaction from the options icon on the input window.

You should select the defaults that you wish Users with this profile to use. The option can then be disabled so that the Users cannot change them.

For example, if Users with this profile are expected to batch invoice transactions then the Batch Transaction default should be ticked. If they must always batch invoice transactions, tick the default and disable the option so that it cannot be changed by the User.

Alternatively, if the user can make the choice, tick the default but leave the option enabled (see Bypass costing on the detail window).

If you change any of the defaults, you must press Reset User Transaction Options on the tool bar after saving the Profile.

Other Transaction Options

In Orders options, the Ignore Credit Card Details option can be set if a User is not required to enter credit card details for mail orders in SOP. In this case, the Credit Card menu will be set to Ignore.

Access to the tab cards on the right of the transaction entry windows is controlled by settings in the User Profile, e.g. Invoices where the last two options, Account Notes and Aged Debtors, are the tab cards on the transaction entry window.

Multi Currency Price Records

On the Security profiles for the Price Record in SOP, POP and PIR there are two options required on the record - Sell Price and Cost price. For each you can select access permissions of:

Full Access - you are able to use the drill-down to the price tables, and edit.

View - you are able to use the drill-down to the price tables, but not edit.

No access - the drill-down to the price tables is disabled.

Price Change Control

You are able to control whether a User can change the Price on an Order by editing the Price field or by using the Price search window.

You can also prevent a User from viewing the Prices in the search window, and from looking at the Prices on the Sub Analysis record.

Within Security Profiles:

View/ Edit Prices

The View/ Edit Prices option is in:

Orders
Credit Notes

If the option is set to Enabled then the User can operate as usual. If the option is set to Disabled then:

The User cannot edit the Price (home or currency) on the detail window.
They cannot look at the Price list window.
On the Stock search window they cannot view the Cost Prices, even if detailed search is chosen.
On the Sub Analysis drill down, the Analysis, Valuation and Landed Cost tab cards are disabled.

Edit Buying Prices

Orders
Credit Notes
Request to Purchase

If the option is set to Enabled then the User can operate as usual. If the option is set to Disabled then:

The Edit Buying Prices option will be in:The User cannot edit the Price (home or currency) on the detail window.
They cannot look at the Price list window.
On the Stock search window the user cannot view the Sales Prices, even if detailed search is chosen.

Email and XML

The security options for Email and XML output will default to:

Allow Email facility - Enabled

Deny XML facility - Enabled

This means that Email facilities are enabled and XML facilities are disabled.

XML can only be enabled if Email is enabled.

The Email and XML options are available to be set against the transaction entry (e.g. Purchase Order) and the process batch options.

The security profile will control, at every menu level, whether a User can have access to XML and Email facilities. By creating the profiles carefully, administrators will be able to determine whether documents can be sent by XML at time of creation or only from a batch approval process.