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Security Groups

Action: SECGROUP

Overview

This form lets you maintain Security groups and the group's permissions. It is optional to use, but highly recommended for larger stores.

Once security groups are created they are assigned to employees in the Sales Associate (SA) form. Every SA added in the Sales Associate form are automatically made a member of the EVERYONE group. The EVERYONE group does not have to be listed in the SA's security grid. Any other security group the employee will be a member of must be listed within the Security Groups grid found on the Sales Associate form.

What are Security Groups and Permissions? A security group is a set of permissions. A security group can be assigned to a Employee within the Sales Associate form and thus give him/her the permissions of the Group. Multiple groups may be assigned to a employee if necessary.

A User ID & password is requested when user moves thru out the system when security access is in effect. Security is in effect when one or more employees do not have access to all parts of the ProfitSystem program.

With security in effect a user may be prompted for their ID and password. As a valid id/password is entered ProfitSystem will remember it as they move from form to form. If they reach another form that requires an ID/password, ProfitSystem first checks to see if the remembered ID/password has permission to access the form. If so, it does not ask again. If their ID/password does not have access, ProfitSystem tell them that they do not have access and prompt for another ID/password to see if a employee with access can enter their ID/Password.

Once a user re-visits the main menu the User/ID is discarded.

Note Registers that have the setting 'Remember login name at main menu?' enabled on the Register form will not have the Id/Password reset at the main menu. This is a tool for office Registers so the user does not continually have to supply their ID/Password to move about the system

List Tab

The list tab displays within a grid the current security groups. Groups may be added to deleted at any time. (DO NOT DELETE the EVERYONE group). Highlight the group to edit permissions for then click the Permissions tab.

Example groups may be:

Everyone: The everyone group will have the least amount of access. All employees are automatically a member if the Everyone Group. NEVER DELETE THE EVERYONE GROUP! It is required by ProfitSystem.

Sales Clerk: Has customer & ticket access, but limited inventory capabilities and no reporting.

Manager: Has daily close access and some reporting access.

Owner: Can do everything.

The default security group called Everyone and this group must NEVER be deleted. If this group has permission to perform an action, then ProfitSystem will not ask for a password when someone tries to perform that action. If you want to restrict access to an action, revoke permission in the Everyone group, then grant permission in a different group. ProfitSystem will warn the user when they try to click Done on the Security Groups form and there is an Action that no Security group has permission to perform.

As a user moves through ProfitSystem the program checks to see if the Everyone group has permission to perform each thing they do. If it does, ProfitSystem will let them in. If not, ProfitSystem will prompt them for an ID/password. It then checks to see which security groups that employee belongs to. Finally, it checks if any of those security groups have permission to access that action. If so, it lets them in. If not, access is denied.

Permissions Tab

Permissions are the specific program actions, menus forms and reports. For example, the permission ACCTCLAS is a form name. This is the name for account classes editing form. Each form displays it's name in it's top right corner. When the name is not self explanatory use the ProfitSystem TRANSFER feature to jump to the form the Security Groups Permissions tab to see what it is. You can also click on the permission and a short description will appear in the memo box found on the bottom of form.

Enabled (checked) will allow access for the group. If you know the name of what you are looking for, enter in the FILTER box found near the top of the form and click LIMIT to quickly jump to it. Click clear to erase the filter to access any other security item.

Note on Permissions ​ Permissions that begin with SW_ are menus. Permissions that begin with RP_ are reports All others are form names or actions.

Fields

Security group name...A unique name for the group.

Permissions...This is a list of all the actions in ProfitSystem that can be secured. If Allow? Is checked, then the Security group can perform this action.

Notes... Most actions are self explanatory. A detailed description of the action may often be found in the notes box below the action list.

Buttons

Un-Check All...A short-cut to un check all the actions for the displayed Security Group.

Check All...A short-cut to check all the actions for the displayed Security Group (make permission = Yes).

Save... Save any edits made.

Cancel... Discard any edits made to any data.

Delete... Delete the selected Group.

Add... Add a new group.

Done... Exit the form and return to the previous form.