Security Groups

Default Security Groups 

The default security groups are:

Set up Employee Security Group

1. On the main menu, click Maintenance > Security > Security Group Maintenance.
2. In the Security Group Maintenance window, in the blank row at the top of the table, enter the Name of the new security group.
3. Enter a brief Description of the security group.
4. Select Super User to give unrestricted access to the group.
5. Click OK to save and close the window.

When an employee logs on to the application they inherit the permissions for the groups they belong to. You can alter Group Security for an employee at any time. 

Membership 

When you locate the employee's group security, you will see two lists. They are:

• Is Not A Member Of... list showing the security groups set up in the system.

  The list may show the default security groups (above) as well as others created specifically for the practice

• Is A Member Of... list showing the security groups the employee is a member of.

Every employee has to be part of at least one security group before they can use the database.

Edit Employee Security Group 

1. On the main menu, select Maintenance>Security>Employee Group Security.
2. In the Employee Group Security window, find the employee you want to add to the security group using the Ellipsis  in the Employee field.
3. Select the employee on the Find Employee window.
4. Click OK.The Employee Group Security window refreshes showing the employee's name.
5. In the Is not a member of... panel, select the group that you want to add the employee to.
6. Click the move button to shift the group to the Is a member of... panel. To add all groups to the employee, click the  button. The employee will have the access permissions of all the groups.)
7. In the Is a member of... panel, select the group that you want to delete the employee from.
8. Click the  button to move the group to the Is not a member of... panel. To delete all groups, click the  button. The employee will have no access permissions for the groups.)
9. When completed, click OK to save changes and close the window.

Adding an Employee to a Employee Security group

Organising employees into groups makes it easier to manage security because you can assign task permissions to security groups and then add the employees to the groups. Then, when the employees log on to the application they inherit the permissions for the groups they belong to ( see the table above).

Optional Heading 

1. On the Main Menu, select Maintenance > Security > Employee Group Security.
2. In the Employee Group Security window, find the employee you want to add to the security group to using the Ellipsis  button in the Employee field.
3. Select the employee on the Find Employee window
4. Click OK.
5. The Employee Group Security window refreshes showing the employee's name.
6. In the Is not a member of... panel, select the group that you want to add the employee to.
7. Click the  button to move the group to the Is a member of... panel.
8. To add all groups to the employee, click the  button.
9. The employee will have the access permissions of all the groups.
10. Repeat Steps 4 an 5 for each group as required.
11. When completed, click OK to save changes and close the window.

Edit Security Group details 

You can amend a security group as long as it is not being used by the system. Security groups are used to group employees together who will use the same features of the database. Employees can be grouped together for various reasons but normally, it is because they are at the same staff level or they perform similar duties.

1. On the main menu, click Maintenance > Security > Security Group Maintenance.
2. In the Security Group Maintenance window, to edit the Name or Description of a security group, click in the field and edit the text.
3. Click OK to save the changes and close the window.

Delete a Security Group 

1. On the main menu, click Maintenance > Security > Security Group Maintenance.
2. In the Security Group Maintenance window, click the blue margin cell in the row of the group you want to delete
3. Press the [Delete] key. When prompted to confirm the delete action, click Yes. The group is deleted.

   Note: You cannot delete a responsibility type that is being used by the system.

4. When you are finished, click OK to save the changes and close the window.