Access Groups System Security View Only Access
Prevent Access to One Function
How to PDF document #386 on System Security
Each person who uses the program should be set up as a user in the System Security database. Each user has a different User Name, Password and a set of initials. Each transaction that is posted is assigned the set of initials based on the User Name and Password entered on Logon.
To enter a new user, from the Log-on screen choose System Security as the Database. Do not enter a User Name, but type in the Password you entered for System Security when you registered. The System Security screen will display.
On the User page, click New to create a new user or highlight a user name and click Edit. The User screen will display. Enter a Name and Password that will be used to log-on each time the user enters the program. Enter Initials that will be assigned to each transaction posted.
To give the user access to the Manage reports function, click into the Comments field and type /reportadmin.
To give the user access to modify reports and do backups under File, Backup Database click into the Comments field and type /admin. There can be no access groups assigned to the user for this to work.
To prevent user from voiding any transactions click into the Comments field and type /novoid.
Database Class
Each database can have a Database Class assigned to it. If you have several databases, a user can be limited to only one database by assigning the Database Class of that database.
Access Group
You can assign a user to an access group which can be used to limit that user’s access to functions.
Profile Access
The user can be limited to a management group and/or a Profile List. This restricts access to only those profiles that belong to the group selected.
Transaction Posting
Limit To - This field lets you prevent this user from posting transactions outside of a specified period. The options include:
Never - user cannot post transactions
System Day - limits posting to the computer system clock day
System Month - limits posting to days in the computer system month
System Year - limits posting to days in the computer system year
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Example: If the Limit To field is set to System Month and the computer system date is April 4, 2006, the user can only post transactions with posting dates of April 2006.
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Additional Days in the Past and Additional Days in the Future modify the Limit To Date parameter. If both were set to 1 and the Limit is System Day, this user could post transactions dated yesterday, today and tomorrow.
The Manage Reports function lets you copy a current report and make changes to it, then save it as a new report. It shows on the Reports screen.
To have access to the Manage Reports function, the User profile in System Security must be set up in one of two ways. In the Options field:
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/admin with no access group enables report manager and the backup functions
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/reportadmin enables the report manager
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| 1. | Select the System Security database from the Logon screen. |
| 2. | Enter your password to System Security. |
| 4. | Highlight and edit the user. |
| 5. | In the Comments field, type in one of the above phrases and Save. |
Examples:
Limit to Tenant Receipts and Tenant History
You want to limit someone to only entering rent receipts and looking in tenant history, but don’t want them to be able to void or edit transactions.
System Security, Access Groups – Set up an access group that has full access to:
AR, Tenant Receipts
AR, Tenant History
File, Logon
Profiles
System Security, Users
Assign their user name to that access group and in the Limit To field choose System Date. That will limit them to posting and editing transactions for the system date only.
View Only Access
To set up a user with view only access:
1.
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Select the Access Groups tab
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3.
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Enter a Group Description Name (e.g. View Only)
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4.
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Click on File in Function Group
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5.
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Click on No Access to blank out the radio buttons
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7.
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Mark the View Records checkbox in Function Access
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8.
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Click on Copy to All Groups
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10.
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Click on the Users tab
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11.
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Enter a User Name, Password and Initials
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12.
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Select the Access Group created above
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13.
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Select Never Allow Posting in the Limit to Date field of Transaction Posting
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Changes to Profiles Only
1.
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Click on Profiles in Function Group
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2.
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Mark the Modify, Insert and Delete Records checkboxes in Function Access
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3.
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Click on Copy to Entire Group
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Prevent Access to a Function
This will remove the speedbutton and menu item from the drop down list.
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First give full access to everything:
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1.
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Select the Access Group tab
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3.
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Enter a Group Description name
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4.
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Mark the View, Modify, Insert and Delete checkboxes in Function Access
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5.
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Click on Copy to All Groups
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Then to remove access to one function:
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6.
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Select the Function Group
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7.
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Highlight the Group Function
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8.
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Click on the No Access button
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9.
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Repeat steps 6-8 for each function you want removed.
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11.
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Click on the Users tab
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12.
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Enter a user name, password and initials
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13.
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Select the Access Group
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Prevent Access to a Management Group
Limit to One of Two Mgmt groups
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In System Security, on the User Tab, edit the user and enter the Management Group ID in the Limit To field.
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Prevent access to one group when there are more than two management groups.
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Set up a Profile List under <<Setup, Profile Lists>>.
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In System Security, on the User Tab, edit the user and enter the Profile List ID in the Limit To field.
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