Product: Personnel Manager

Version: Single/Multi User

Category: Security

Code: PMFAQ005

Title: Setting Security Privileges

Setting Security Privileges for a User Account or Template

When a new user or template account is added to Personnel Manager, the account is given all security privileges; that is, access to all databases, functions, screens, fields, and employee records. You then modify the security privileges as required. The easiest way to do this is to create a template that contains the most common settings, then create new users based on the

template.

1. Take one of the following actions:

• Select the user account or template from the User Accounts And Templates list in

the right pane.

-or-

• Right-click and select the item for which you want to set privileges.

You can also click Data Security in the Shortcut bar and select the item.

1. Select the user account or template from the User Accounts And Templates list in the right pane.
2. Right-click and select Edit, or press F4.
3. Click Next. Modify the user account as required, clicking Next to move through the screens.
4. Click Finish.

Deleting User Accounts or Templates

You can delete user accounts and templates that you no longer require.

1. Select the user account or template from the User Accounts And Templates list in the right pane.
2. Click the Delete button on the Shortcut bar.

-or-

Right-click and select Delete or press Del.

3. Confirm that you want to delete the item.

Setting Security Privileges for a User Account or Template

When a new user or template account is added to Personnel Manager, the account is given all security privileges; that is, access to all databases, functions, screens, fields, and employee records. You then modify the security privileges as required. The easiest way to do this is to create a template that contains the most common settings, then create new users based on the template.

1. Take one of the following actions:

• Select the user account or template from the User Accounts And Templates list in the right pane.

-or-

• Right-click and select the item for which you want to set privileges.

You can also click Data Security in the Shortcut bar and select the item.

 

• To add a database in the Allowed list to the Prohibited list, click the Add button.

• To remove a database from the Prohibited list and make it available, click a

database in the Prohibited list and then click the Remove button.

• Use the Add All button to move all the databases in the Allowed list to the

Prohibited list.

• Use the Remove All button to move all the databases in the Prohibited list to the

Allowed list.

2. Click Next, then click Finish.

If you deny access to a particular screen, the associated screen button is disabled on the toolbar.

1. If you select Screens, click Next to go to the next screen.
2. On the Screen Access screen, select which screens the user can access and which ones they are prohibited from accessing.

• To add a screen in the Allowed list to the Access Prohibited list, click the Add

button.

• To remove a screen from the Prohibited list and make it available, click a screen in

the Prohibited list and then click the Remove button.

• Use the Add All button to move all the screens in the Allowed list to the Prohibited

list.

• Use the Remove All button to move all the screens in the Prohibited list to the

Allowed list.

3. Click Next.

3. To select the screens which the user can access and view, but not change, using

the buttons as described above.

4. To select the screens which the user can access and view, but not change, using

the buttons as described above.

5. Click Next.
6. Select the screens which the user can view and change information on, but not

delete information from, using the buttons as described above.

7. Click Next, then click Finish.

1. If you select Fields, click Next to go to the next screen.
2. On the Screen Name screen, select a screen that you want to define field level

privileges.

3. Click Next.
4. On the Field Access screen, select the fields that you do not want the user to

access, using the buttons as described above.

5. Click Next.
6. Select the fields that the user can view, but not change information in.

7. Click Next, then click Finish.

1. If you select Functions, click Next to go to the next screen.

2. On the Function Access screen, select the modules or functions that the user has

access to using the buttons as described above.

3. Click Next, then click Finish.

Use employee-level privileges to grant or deny users access to the records of other employees. When a user is denied access to employee records, those records will not appear in the list of users on Personnel Manager screens.

1. If you select Employees, click Next to go to the next screen.

1. If you select Employees, click Next to go to the next screen.

2. On the Employee Criteria screen, click the Add button.

3. From the drop-down list, select a Master field to use to restrict access.

2. On the Employee Criteria screen, click the Add button.

1. From the drop-down list, select a Master field to use to restrict access.

records in the Administration and Finance departments. You can select

multiple Master fields. For example, you might select both Department

and Location to restrict access to Administration and Finance records for

the London office.

4. Select the master field values to exclude from access.

• Select the field value from the drop-down list, then click the Exclude

checkbox.

• If the data in the field contains a range of values, select two values,

then click the Range checkbox.

5. Click the Add button to add the excluded value or range of values to the

list.

6. Repeat steps 3 to 5 until all the values have been added, then click OK.

7. Check the list in the Employee Criteria screen. Click Next, then click

Finish.

Please complete this short questionnaire and return to:

Customer Support Services,

Vizual Business Tools Ltd.

Fax: 01934 418203

FAQ Sheet Code PDFAQ00: