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Employee Groups - Setting Security & Access Rights by Groups

This Help File Page was last Modified on 04/14/2017

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Employee Groups - Setting Security & Access Rights by Groups

This Help File Page was last Modified on 04/14/2017

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Employee Groups - Setting Security & Access Rights by Groups

This Help File Page was last Modified on 04/14/2017

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Providing Security of the Company's Information

Security information (specific User Access Rights and Group Access Rights) must be established by a System Administrator.  

Your System Administrator is the person with top level access rights to the program's Sybase SQL Anywhere Client Server Database System.

The System Administrator, using the Menu tab's Maintenance option - the Employee Groups Form, is able to set the Access Rights for each individual User, and Employee Group.

Once the Employee Groups are established and the Employee information - including assignment to an Employee Group - is entered on the Employee Form, the System Administrator can add Users to the Employee Group, thereby setting their User Name and Password for Log In.

If you are not logged in as a System Administrator, you will not be able to add, delete or modify the Security information, nor assign access and functionality permissions.

Assigning Access Rights sets the User's ability to Create, Read, Update, and/or Delete information on any data entry Form that accesses information within the Sybase SQL Anywhere Client Server Database

A Form is any screen within the program that allows for entry, retrieval or reporting of Data.

Access Rights may be selectively assigned to an individual User but more commonly by assigning each of your Employees to an Employee Group.

Access Rights may be established on a Group by Group basis and within that Group, on a Form by Form basis.

Five Security Levels (reference Item 24.3 Second Edition UL® 1981 Standard) must be defined and the appropriate one assigned to each specific Employee based on that Employee's Need for Access.

 

Employee Groups are created so a default set of Access Rights may be identified for an Employee.

Once defined, assigning the appropriate Employee Group Code to each Employee record will allow that Employee to inherit all of the Access Rights granted to that (assigned) Employee Group.

 

Employee Groups - Defining the required Employee Groups information:

To open the Employee Groups Form:

a)From the Backstage Menu System Select Maintenance and Choose Employee Groups to access this Employee Groups Form, or

b)From the Quick Access Menu, Select Maintenance and Choose Employee Groups to access this Employee Groups Form.

 

The Employee Group Form allows you to define which Access Rights will be available to the Employee (on a Form by Form basis) by assigning the appropriate Employee Group Code to that Employee.

There are several default Employee Groups already defined for you.

This is a mandatory Second Edition UL® 1981 Standard requirement.

 

Once Employee Groups are established, assigning an Employee Group to an Employee (in the Security Access Group field on the Security Tab of the Employee Form) allows that Employee to inherit all of the assigned Employee Group's Security and Access Rights.

Add as many Employee Groups as may be required.

The system will assign the ID number automatically.

 

HelpFilesEmployeeGroupsWithMembers

Employee Groups Form with Members data displayed

 

To see a list of the Employee Group's Members, Click the Members button located at the top of the Employee Groups Form (see insert in the screen illustration above - on the right).

 

Form Selection tab - Identify those Forms to which the Members of each Employee Group are to be granted Security and Access Rights.

Understanding Form Names:

Almost every Screen Page within the Micro Key Millennium Series (MKMS) - whether used for data entry, look-up, or printing a report - has an internal Form Name assigned to it.

These internal Form Names may, or may not, be displayed as the Form's Title, when the Form is viewed within the MKMS program.

So why is this important?  

Form Names, along with the permitted Forms Based Access Rights identified here, are used to assign Security & Access Management Rights to each of your Employees.

Defining the Employee Group's Access Rights:

The body of the Employee Group Form presents a listing of all Available Forms in MKMS (see the Form Names chapter for detailed information about these Form Names) on the left.

At the top of that Available Forms list are Check boxes that allow you to define what Security Access Rights you want to provide for the currently selected Employee Group.

Understanding Access Rights - You may allow or disallow specific Security Access Rights for each selected Form Name

Those Security Access Rights are:

C - Create - Allow the assigned Members of this Employee Group to Start a new record

R - Read - Allow the assigned Members of this Employee Group to Read an existing record

U - Update - Allow the assigned Members of this Employee Group to Modify an existing record

D - Delete - Allow the assigned Members of this Employee Group to Delete an existing record

A - Auditable - Enable the Audit function on this Form for this Employee Group.

 

To define an Employee Group:

From the Main Menu Select the Maintenance Menu and Choose the Employee Groups option view the Employee Groups Form shown above.  

This Employee Groups Form may be Re-sized by Dragging the Top and/or Bottom up or down, and/or the Right side in or out.

Navigation Menu - The Navigation Menu is located at the top of the Employee Groups Form.

 

HelpFilesNavigationBar-EmployeeGroup

This Navigation Menu provides the normal Record Movement, New, Edit, Delete, Cancel, and Save options; as well as special Print, Search, Members and List options.

For more information about the special functions, see the Employee Groups Report chapter, the "Using the Employee Groups Search Function" and the "Viewing the list of Members of the selected Employee Group" sections below.

 

List View option - Click the List Icon on the Navigation Menu at the top of the Employee Groups Form to display a tabular (spreadsheet style) Record Listing of the currently defined Employee Groups.

Each column's Header Name describes the data contained in that column.

Clicking on a Header Name will set the order in which the Employee Groups will be listed.

Clicking on the same Header Name will set the order in the opposite direction (ascending vs. descending).

 

HelpFilesSortedOrderArrow-EmployeeGroup

 

The Arrow next to the Header Name indicates the column that is determining the sorted order of the Grid Data.

o~ indicates lowest to highest (a-z or 1 - 9)

o indicates highest to lowest (z-a or 9-1).

 

Adding an Employee Group

Click the Add Icon to create a new Employee Group,

A complete list of the Form Names will immediately be displayed in the Available Forms column.

 

HelpFilesEmployeeGroupsNewEntry

 

ID  - This record number is assigned by the system when the entry is initially saved.

Group Name - Enter a Name for the new Employee Group

Screen Layout - The System Administrator has the ability to custom defined Layouts for certain Forms.

 

HelpFilesEmployeeGroupsScreenLayoutOptions

 

Subscriber - Use the Drop-Down Selection List provided to Choose the Screen Layout definition that should be implemented when a Member assigned to this Employee Group accesses the Subscribers Form.

oTo revert to the system Layout, Delete the Screen Layout Name

Prospect - Use the Drop-Down Selection List provided to Choose the Screen Layout definition that should be implemented when a Member assigned to this Employee Group accesses the Prospects Form.

oTo revert to the system Layout, Delete the Screen Layout Name

Signal Processing - Under Development

 

Click the Save Icon to record this Employee Group.

 

You may request to have Form Names - which have already been assigned to a previously defined Employee Group - moved to the Assigned Forms column by Clicking Yes when asked.

 

HelpFilesEmployeeGroupsNewEntryCopyFormsFromAnotherGroup

 

If you did Click Yes, Select the appropriate Employee Group Name from the pop-up list provided.

 

HelpFilesEmployeeGroupsNewEntryCopyFormsFromAnotherGroupSelectGroupDialog

Click the OK ü button and those Form Names - and the associated Access Rights assigned to the Selected Employee Group - will be inserted into the Assigned Forms column.

Choosing the Assigned Forms - Next, Check which of the (other) listed Available Forms should be assigned to this new Employee Group

 

HelpFilesEmployeeGroupsAvailableFormsSelected

Check Form Names for the new Employee Group

 

Check what type(s) of Access Rights will be assigned to each of the Selected Form Names for this Employee Group

 

HelpFilesEmployeeGroupsAvailableFormsAccessRights

Check the allowable Access Rights

 

Moving the Selected Form Names to the Assigned Forms column:

 

HelpFilesLateFeeGoupMaintenanceArrows

 

Click the Right Arrow box (">") to move the selected Form(s) to the Assigned Forms column

 

HelpFilesEmployeeGroupsAssignedFormsSection

Employee Groups Form

Assigned Forms section on the Form Selection tab

 

They will be saved as part of this Employee Group's set of Form Name Security Access Rights.

If this Employee Group requires that some Form Names in the Available Forms list are to be given a different set of rights than others:

Check the appropriate Security Access Rights box(es).

Check the appropriate Form Names that will be assigned that different set of Security Access Rights.

Move them to the Assigned Forms section.

Repeat this process for each set of Form Names requiring a different combination of Security Access Rights.

Also, see "Copying and Modifying" below.

 

Field Access tab - Certain Forms have an internally maintained list of Fields which may be made accessible or inaccessible on a Field by Field basis.

When one of these Forms (having this Field by Field access control capability) has been assigned to an Employee Group, that Employee Group - in addition to granting it Access Rights to a specific set of Forms - may also restrict or allow, on a Field by Field basis, access to specifically identified Fields.

The Field Access tab - shown below - displays a (sample) Form List containing those Form Names which are among the Assigned Forms (see the illustration above) for the selected Employee Group and also provide a Field List containing the available Field by Field access permission options.

 

HelpFilesEmployeeGroupsFieldAccess

Employee Groups Form - Field Access tab

 

This Field Access tab has two columns of information:

 

1.Form List - This is the list of Form Names to which the currently Selected Employee Group has Access Rights granted, and also have the Field by Field permission capability implemented.

2.Field List - This is the list of data entry Fields which exist in the Form currently selected in the Form List column (in the Field Access tab) - with the Field by Field access permission option implemented

 

By default, all of the data entry Fields for a selected Form will be Checked. indicating that Access Rights to these Fields are not denied.

Sometimes an Employee Group must have access to a Form but does not require total access to all of the Fields within that Form.

In this case, Un-Check any of the items in the Field List for which Access is to be denied to this Employee Group.

The Forms which have this Field by Field access permission option are listed based on the Group Name which has been selected.

 

There are two buttons located on the Field Access tab:

1.Select All - Click this button to Check each Field list item's Check Box.

2.Clear All - Click this button to remove the Check from every each Field list item.

 

Viewing the list of Members of the selected Employee Group:

Every Employee who needs access to the database must be assigned to a Security Access Group in the Security tab of the Employee Form.

Those Security Access Groups are actually the Employee Groups created using this Employee Groups Form.

Each time an Employee is assigned to a Security Access Group, by default they become a Member of one of these Employee Groups.

 

HelpFilesEmployeeGroupsMembersIcon

To view the Members of the currently Selected Employee Group, Click the Members Button at the top of the Employee Groups Form.

 

HelpFilesEmployeeGroupsMembersList

The Members List dialog will be displayed.

 

Employee Group Report - Click the Print Button on the Employee Groups Form to open the Employee Group Report dialog.

 

HelpFilesEmployeeGroupReportOneGroup

 

Search - To locate a specific Employee Group, Click the Search Button to open the Search Employee Group dialog.

 

HelpFilesSearchEmployeeGroupDialog

 

Copying and Modifying the default groups or previously defined groups of Security Access Rights:

Rather than modifying any of the default security access sets, add a new Group Name and then copy the set that best matches the security settings you want to define.

The ability to Copy an Employee Group's Security Access Rights to another Group is useful when defining multiple groups that have similar (but not equal) access needs.

To do so, start by Adding a new Group Name.

You will be asked if you want to copy from the Select Group listing provided.

 

HelpFilesEmployeeGroupsNewEntryCopyFormsFromAnotherGroup

 

Answer Yes if you want to start with a predefined set of Forms, No if you want to make an entirely new set.

If you answered Yes, use the Select Group Form to select the Group that represents the best match for the new group you are defining.

Click OK to save the selection.

 

HelpFilesEmployeeGroupsNewEntryCopyFormsFromAnotherGroupSelectGroupDialog

A complete listing of some or all of the Employee Group information is available in the Employee Groups List.

 

Next, if you have not already done so, enter your Employees.