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Jim2® Business Engine Help File

Navigation: Configuring Your Database > Tools > Security

Effective User Security Groups

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Maintaining many users with various roles and their related security groups can be challenging. For example, a user is in a sales role but also does basic accounts and a bit of purchasing. Rather than creating a custom security profile for this staff member, add multiple security groups to the User tab on their cardfile to define their security access. The merging of these multiple security groups creates their effective security group.

 

Info

User security overrides selections made in Tools > Options. For example if Original Document Date (period 13) is ticked in Tools > Options > Accounts, but a user can post into a closed financial year (ticked for that user in Security settings, the transaction can still be posted.

 

Security groups might be Accounts, Banking, Warehousing, Administration, Purchasing, etc.

 

For example:

 

Security Group

Security Functions Enabled

Report Level

Status Level

Price Break Movement

Sales

Add/edit/view jobs and quotes

1

1

1

Invoicing

Mark as Ready and invoicing

2

1

1

Debtors

Add payments, etc.

5

5

-1

Banking

Allow banking

10

10

-1

Purchasing

Add/edit/view purchase orders

5

5

-1

 

Security Group

Security Functions Enabled

Report Level

Status Level

Price Break Movement

Sales

Sales, invoicing

5

10

0

Accounts

Sales, invoicing, debtors, banking, purchasing

5

10

-1

 

In the above example:

Sales security group has all functions enabled in both the sales and invoicing security groups, and the highest report level and status level, but no price break movement allowed.

Accounts security group has all functions enabled in both the sales and invoicing security groups, the highest report level, status level and price break movement level.

 

The Security screen allows better viewing of a user’s effective security, and to view and compare the security of multiple users at the same time. Security settings can be printed and/or exported.

 

multiple users

 

Info

Note: The User and By Group tabs are not editable. They are for visual purposes only.

 

Adding a user cardfile to multiple security groups

To add a user to multiple security groups, edit a user’s cardfile via CardFiles > View/Edit CardFile (or from a CardFile List), click Edit, then go to the User tab at the bottom of the screen. Click the ellipsis [...] at the end of the Security field, and select the security groups as required.

 

add user to sec group

 

Viewing and editing security groups

Security will also appear in the Nav Tree under Tools when selected, allowing the viewing and editing of a user’s cardfile without having to close the Security screen.

 

security in nav tree

 

Additionally, Security has two further tabs – By User to view a user's effective security group and By Group to compare users' security settings.

 

by user and group

 

On the ribbon, go to Tools > Security to view/add/edit security groups.

 

Viewing a user’s effective security group – by user

On the ribbon, go to Tools > Security and go to the By User tab. A tree will be presented displaying a list of active and inactive users, and a tree displaying their effective security group and the security groups they belong to.

 

Info

Note: The User tabs is not editable. It is for visual purposes only.

 

Select a user –­ the security groups that the user belongs to will be displayed along with their effective security group. This is an easy way to view exactly what areas and functions a user has access to in Jim2 based on the security groups they belong to.

 

Right click on a user to view or edit their cardfile.

 

Right click in the right-hand tree to print or export a user’s security settings.

 

security by user

 

Viewing and comparing security of multiple users – by group

On the ribbon, go to Tools > Security and go to the By Group tab. A tree will be presented displaying a list of active and inactive users, along with user group categories and tags.

 

Ticking one or more boxes will display those users, along with their effective security groups. For example, selecting the Active folder will display all active users. Selecting a User Group (Tags > Sales), for instance, displays all users in that user group.

 

Info

Note: The By Group tab is not editable. It is for visual purposes only.

 

Right click on a user to view or edit their cardfile.

 

Right click in the right–hand tree to print or export the listed users' effective security group settings.

 

user by group

 

Further information

Report Security

 

How to

Access Security

Adding or Editing Security

Set Security on Selling Price Levels & Movement