The security system controls which users have access to various forms and functions within the Order Manager.
NOTE: This is NOT a high security system. It will NOT prevent a knowledgeable Microsoft Access user from disabling or working around the system. Rather, it is designed to "keep honest people honest" and control how they see and use the program.
This article contains several sections. Click on a link below to jump to that section:
Security: Can be left off, in which case there is no change in how the program operates, or turned on, in which case you will have to have an account and enter a user ID and password to use the Order Manager.
Users: Create a User account for each employee who uses the Order Manager. Individual Users do not have permissions assigned to them. Instead, they "inherit" the permissions of the Groups to which they belong. If a user belongs to more than one group, they will be governed by the least restrictive set of permissions.
Note: To use the Tasks feature of the program, the security system must be enabled and User IDs must be assigned. The Notes system does not require the security system to be enabled, but if it is not, the program will not be able to track who entered or replied to a Note.
Groups: Create whatever groups are needed or use the supplied standard user groups (Cashiers, Packers, etc.). Assign each User to one or more Groups. The default Admin group always has all permissions. Other groups can be given permission to use specific forms, buttons, reports, etc.
Group or Object Permissions: Access to certain forms (the Maintenance Menu, Manual Orders, etc.), buttons, reports, etc., can be restricted by group or specific object if Security is turned on. Permissions are assigned to Groups or Objects. If you need to assign a specific set of permissions to just one User, create a group for that User, set up its Permissions, and only assign the one User to that Group.
Log-In System: If security is turned on, the Order Manager has to know who is using the program. It can get that information from one of three systems: the Windows log-in, the Microsoft Access log-in (which is only available if you have secured your Order Manager program database; a complex procedure that we do not recommend) or the Order Manager's own security system, which is the preferred option.
Go to the Main Menu>Maintenance Menu>Setup Functions tab>Security Options button. The Security System dialog box opens:
Note: If security is not enabled, only the Settings and Users tabs are visible.
To enable security, click in the Use Security System checkbox.
Select a Log-In Option. Note: Stone Edge Technologies recommends that you select the Order Manager option.
Click the Save button. The other tabs appear:
To disable security, click in the Use Security System checkbox again to clear the check mark.
The Order Manager provides a standard set of user groups with pre-determined permissions that can be modified to suit the business' needs, or custom user groups can be created. The standard groups are:
Admin - this group has full access to all program features, including the security system. This group should have at least two members, but should be limited.
Cashiers - Point of Sale users
Packers - employees who just use the Pack and Ship system
Power Users - can do everything except make changes to the Security System
Sales People - have access to all Main Menu options but only a limited set of Maintenance Menu options
When the program is initially installed, only the Admin group is actually activated when the security system is turned on. The user must enable the other groups before they can be used. See the directions immediately below to activate the other groups:
Enable a Standard User Group
Select the Group tab.
Click on the Standard Groups drop-down list at the bottom of the page to see the list of standard groups.
Select a Group from the Standard Groups drop down list.
Click the Create Group button.
A message box indicates that the standard group has been activated:
Click OK.
The Packers group will now be visible in the Group Name drop-down list.
Add a Custom Group
Click on the Groups tab.
Click the New button. Enter a name for the new group and click OK.
You are prompted to copy all permissions from another group; click Yes or No.
If you respond No, skip to step 3c.
If you click Yes, you are prompted to select the name of the group from which the permissions should be copied:
The program will prompt the user whether to copy all users from another group; click Yes or No.
If No is selected, the new group is created with no users or permissions assigned to it. The administrator must then manually enter that information from the Users and Group Permissions tabs.
If you click Yes, you are prompted to enter the name of the group from which the list of users will be copied:
Click OK to proceed. The new group is created with the permissions and users copied from the selected group(s).
Delete a Group
Select a Group from the Group Name drop down list on the Group tab.
Click the Delete button.
The program will prompt the user for confirmation; respond OK to proceed or Cancel to abandon the deletion.
Assign Group Permissions
Click on the Group Permissions tab.
Select a Group from the Select Group drop down list.
Select an Object Type (i.e., the object for which the group's access is to be controlled).
Object types:
Click Enable All Buttons to give the group's users the ability to use all buttons on a form.
Click Hide All Buttons to hide all of the buttons on a form from the group's users. You can then go back and enable or hide specific buttons, as needed.
To change a permission, select an option (i.e., No Access, Visible - Enabled, etc.) and click Save Permission. In the image above, the members of MyGroupName will not have the ability to charge credit cards on the Packing Form.
To remove all permissions for the selected object from the current group, click the Remove Permissions for Current Form, Report or Object button.
To copy the current group's permissions to all forms, click the Copy Current Group and Permissions to all Forms button (only available if the Object Type is Form).
Displaying Permissions
To display all of the permissions for a Form or Report, go to the Object Permissions tab, select Form or Report and then pick a form or report from the drop down list:
Add a User
Start by selecting the Users tab.
If the Packers and Sales People lists have been populated with the names of those users via the List Maintenance function, the program can import them if Order Manager was selected as the Log-In Option on the Settings tab. Click the Import Order Manager Packers & Sales People button.
Otherwise, to add a user, click the Users tab and then the New button, found under the User ID drop-down list.
The User Info dialog box opens:
Click Save.
Delete a User
Select a user from the User ID drop down list.
Click the Delete button.
Click the OK button when prompted for verification by the program.
Edit a User
Select a user from the User ID drop down list.
Click the Edit button.
Make the necessary changes and click the Save button.
Add a User to a Group
Select a user from the User ID drop down list.
Click on the group to which the user will be added in the All Groups: list.
Click the Add button, and the Group Name will appear in the Member Of: list. The user will have all of the permissions associated with that group.
Note: If a user is a member of more than one security group, they will be governed by the least restrictive permissions assigned to either of the groups.
Delete a User from a Group
Select a user from the User ID drop down list.
Click on a group in the Member Of: list.
Click the Remove button and the group name will be removed from the Member Of: list and any additional permissions associated with that group will be revoked.
See Also
Updated 3/15/10