This report is available to display or print Field Security settings. The following are the selection criteria. Program Name: Currently “Customer Entry” in ACCOUNTS RECEIVABLE (6.1.1) is the only program utilizing this program. User Name: For reporting on a specific user. Security Group: For reporting on users in a specific Security Group. Include Group(s) on Report: <Y> to include Group Security, <N> to Not include Group Security, or <O> to Only include Group(s). Administrative Users: <Y> to select Administrators, <N> to select Non-Administrators, or <A> for All users. <P>rinter or <S>creen: Our standard display option, along with the ability to download the report. A TAB-delimited file is not included in the download.

How to Setup Field Security

You have field level security in place for "Customer Entry" in ACCOUNTS RECEIVABLE. To access this feature, the system administrator (normally an owner or manager) will enter <FS> at the Customer Number prompt.  The user will be prompted to enter a new password, after which the feature will be turned on and this user will be setup as an Administrator of Field Security. The Administrator will then proceed to the Field Security Entry window.

User Code or Security Group:

Enter the user’s logon code to setup or modify security settings. <?> lookup is also available for user code lookup. If working with a Security Group, the Group ID must also be a valid USERS file item. Entering <P> will allow the user to change the Field Security Password. 

Access Level (A/D/P):

<A>llow All - User has full access to all fields. <D>isallow All - User has no access to any fields (inquiry only). <P>artial Access - Administrator controls which fields the user has access to.

Display Disallowed Fields (Y/N):

If this user has no access to certain field(s), does the Administrator want the user to see the contents of those fields?

User can Create New Items (Y/N):

Unless set to <Y>, the user will be denied access when attempting to enter a new Customer Number.

User can Delete Items (Y/N):

Unless set to <Y>, the user cannot delete a customer. 

User is an Administrator (Y/N):

If the user is to have access to Field Security Entry, set to <Y>. Most users should be set to <N>.

User Security Group:

This field is stored in the USERS file, in Attribute 2. It provides a means of grouping Users together for security enforcement and reporting. When determining the level of access for an individual user, the LEAST restrictive access will be used. For instance, if the User is NOT allowed to delete items, but the user belongs to a Group that CAN delete items, then the user will be able to delete items. If a User has Partial Access to certain fields, and the users Group has access to additional fields, the user will have access to both sets of fields.

Groups can be assigned to groups as well. This allows for recursive, multi-level security if desired. For minimal maintenance, ALL security could be setup by Group, so that individual user security records are not required. 

In addition to our standard bottom options of Edit, Save, Exit, and Delete, there is a <C>opy option where the Administrator can copy the settings from the user or group being edited to another user or group. This will help speed up the entry process initially. The administrator may want to create “template” entries which would contain the "normal" settings for a new user or group. Special Note:  When <C>opying a user or group, the Security Group assigned to that user or group will NOT be copied. Unless the user has <P>artial Access, the setup for the user is complete. When saving a user with <P>artial Access, the following prompt appears:

View field setup for this user? (Y/N)

Answering <Y> to this prompt will return the Administrator to the customer entry screen, with the field access values displayed.

Note that by default, all fields are set to <N>. The Administrator will select which fields to turn on for this particular user. The user being edited is displayed in the Customer Number field. Security for the "Bottom Options" is edited from the bottom Enter Selection prompt by typing a <B>. After the Administrator is finished turning on the necessary fields for this particular user, simply <S>ave the record and the security is in place for this user.

Also when setting up the security, there is  a separate Y/N prompt to control access for the Customer Shipping Instructions from the Preferred Ship Via field. 

VERY IMPORTANT: Users that are not set up with security records will have no access to any fields in "Customer Entry" in ACCOUNTS RECEIVABLE (6.1.1). They will not be able to view the contents of any fields until they have field security set up for their user code or they become part of a Security Group. A report is available to display or print Field Security settings.