Review Adding and Managing Users in the System if adding users to the system.

Users who log in to the system are usually given an Employee record. This Employee record can be given Roles. A Role can have a BPM Role and Secure Features

Security in the System works in a number of ways, mostly controlled by Roles and Secure Features.

Roles

Role Level is used to manage reporting relationships in the system

Usage Preferences - persons that may be assigned the role

• Primary - employees can be assigned this role
• Alternative - people linked to debtors or creditors can be assigned this role in the context of that link
• Guest - people may have a direct guest link to get access to limited information - eg on websites
• Any - any of the above

Type - types are used to determine which persons on a customer or supplier are contacted by system generated emails (eg people with an Accounts type role will get statements, remittance advices etc from the system) - see Adding and Managing Users in the System

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Roles provide users with Secure Features - see Secure Features.

Most actions are restricted or allowed depending on whether the logged in user has a Role that has a Secure Feature but it can also be controlled by:

• The Qualifier for the Secure Feature for the Role
• Whether the user has a Role that has a BPM Role
• Whether the user is an Administrator, i.e. has the 'Is Admin?' check box ticked on the Employee formthe Employee form (this can only be ticked by an employee that already has it ticked)
• Whether the user is logged into the 'back office' (primary login), via a web portal (alternate login) or via a website (anonymous)as
  • Registered Employee - normal users
  • Member/Business Associate - customers or suppliers, agents, or other external party
  • Guest - Anonymous style - perhaps a website

BPM Role

A BPM (Business Process Map) Role primarily controls what menus are available to the user, however it can also be used directly to restrict or allow an action.

See /wiki/spaces/SI/pages/33054890 for more information.

How To:

Display

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the Roles an Employee has

1. General Admin menu, Relationships, Employee
2. Select the employee by entering their Login Code
3. Switch to the Roles tab

Print a list of all Employees with their Roles

1. General Admin menu, Relationships, Employee
2. Switch to the Master List tab
3. From the Action menu choose 'List Employees with Roles'
4. The report shows:
   1. Login code
   2. Person code
   3. Name
   4. Whether they are Admin
   5. Whether they are a Debtor
   6. Whether they are a Creditor
   7. A list of their Roles

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Display a Role definition

From an Employee

General Admin menu, Relationships, Employee

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1. If the Employee has the role to be displayed then right click the Role Name and choose Properties, or double click the Role Name
2. Enter the Role name or the start of the Role name in the text box to the right of the Role button and press Tab
   1. If a list of roles displays then right click the Role Name and choose Properties, or double click the Role Name
3. Click the Role button and choose Select...
   1. The complete list of Roles will be displayed
   2. Click the Role Name heading to sort them by Role Name
   3. Right click the Role Name and choose Properties, or double click the Role Name

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From the Administration menu

1. Administration menu, Control, Security
2. Select the Role to be displayed by either:
   1. Enter the Role name or the start of the Role name in the text box labelled Role Name and press Tab
      1. If a list of roles displays then right click the Role Name and choose Properties, or double click the Role Name
   2. Click the '...' button to the right of the text box labelled Role Name
      1. The complete list of Roles will be displayed
      2. Click the Role Name heading to sort them by Role Name
      3. Right click the Role Name and choose Select, or double click the Role Name

Display what Employees have a Role

1. Display the Role as shown above
2. Switch to the Users tab
3. Right click in the list area and choose Refresh to ensure that the displayed list is for the Role selected on the Roles tab

Display what Secure Features a Role has

1. Display the Role as shown above
2. The Secure Features are listed in the bottom half of the Roles tab

Display a Secure Feature

1. Administration menu, Control, Security
2. Select the Secure Feature to be displayed by either:
   1. Enter the Secure Feature name or the start of the Secure Feature name in the text box to the right of the Secure Feature button and press Tab
      1. If a list of secure features displays then right click the Name and choose Properties, or double click the Name
   2. Click the Secure Feature button and choose Select...
      
      1. The complete list of Secure Features will be displayed
      2. Click the Name heading to sort them by Name
      3. Right click the Name and choose Select, or double click the Name
3. When the required Secure Feature name is displayed to the right of the Secure Feature button then click the Secure Feature button and choose Properties

Display what Roles have a Secure Feature

1. Display the Secure Feature as shown above
2. The Roles that have this Secure Feature are listed in the bottom half of the Secure Feature tab

Print a list of all Roles with their Secure Features

1. General Admin menu, Relationships, Employee
2. Switch to the Master List tab
3. From the Action menu choose 'List Roles with Secure Features'
4. The report shows:
   1. Role Name
   2. A list of the Secure Features of that Role

Display what Employees have a Secure Feature

1. Display the Secure Feature as shown above
2. Switch to the Users tab
3. Right click in an empty area of the list area and choose Refresh to ensure that the displayed list is for the Secure Feature selected on the Secure Feature tab

Add or Delete a Role for an Employee

1. General Admin menu, Relationships, Employee
2. Select the Employee by entering their Login Code
3. Switch to the Roles tab
4. To delete a Role:
   1. Right click the Role Name in the list and choose Delete
5. To add a Role:
   1. Click the small Clear button at the right of the form
   2. Select the Role to be added by either:
      1. Enter the Role name or the start of the Role name in the text box labelled Role Name and press Tab
         1. If a list of roles displays then right click the Role Name and choose Properties, or double click the Role Name
      2. Click the '...' button to the right of the text box labelled Role Name
         1. The complete list of Roles will be displayed
         2. Click the Role Name heading to sort them by Role Name
         3. Right click the Role Name and choose Select, or double click the Role Name
   3. Click the 'Save Role' button
6. The user will need to log out and log back in for the change to be effective

Add or Delete a Secure Feature for a Role

1. Display the Role as shown above
2. To delete a Secure Feature:
   1. Right click the Name in the list and choose Delete
3. To add a Secure Feature:
   1. Click the small Clear button at the right of the form
   2. Select the Secure Feature to be added by either:
      1. Enter the Secure Feature name or the start of the Secure Feature name in the text box to the right of the Secure Feature button and press Tab
         1. If a list of secure features displays then right click the Name and choose Properties, or double click the Name
      2. Click the Secure Feature button and choose Select...
         
         1. The complete list of Secure Features will be displayed
         2. Click the Name heading to sort them by Name
         3. Right click the Name and choose Select, or double click the Name
   3. Click the 'Save Feature' button

> select an employee

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To add a new role - clear the role form - provide a name and fill in the details.

From the Administration menu

Administration > Config > Roles

Display a Secure Feature, who has it, which roles have it.

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Add a new Role

1. Administration menu, Control, Security
2. Enter a new Role Name
3. Select a BPM Role from the list if this role is to enable menus
4. Enter a Description
5. Add Secure Features as required, as shown above
6. Click 'Save F4'

Add a new Secure Feature

A new Secure Feature is only useful if the system code has restrictions based on the feature. This has to be done by System staff. Discuss your requirements with themus.

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Terminate a Role

To keep history of the roles in the system are associated with either or both of:

• A /wiki/spaces/SI/pages/33054890 as defined in the Process Map is the screens they will get access to
• Secure Features to add to what they are able to do or see in the system (and may therefore affect the screens that they view.

Roles Tab

Selecting a Role into this tab will cause the other tabs to show information about the chosen role.

• Enter the role name (or search for one)
• Attach a /wiki/spaces/SI/pages/33054890
• Enter a sequence number (where this role will appear from the LHS of a users menu)
• Enter a description of the role
• Add any secure features that you would like this role to have. Note that if a person has any role with a secure feature already they do not need to have it added again through another Role.

Users Tab

Lists all the users with the Role chosen in Roles Tab

Member or BA Logins

Lists all Business Associates with the role and allows an update to all these menus to be published immediately to limit capability (otherwise will take effect when they next login)- roles are not deleted - they are terminated.

Status > Terminate this role

A terminated role can be re-instated