Security Roles

Security roles can be used to set access restrictions by operator and menu, to control accessibility and visibility of defined menus, menu options, buttons, and utility features.
For operator role start-up on a new system and for role security overview information refer to Start-Up Operator Role Security.

Note: When the external 'Authentication' feature is enabled in the Texada Support Parameters this "Security Roles" processing is disabled and the operator is redirected the to the User Management Menu on Texada Web.

• ROLES SETUP:
• Security Roles:
  • activate roles and add new roles as required
  • assign roles to each user. Multiple roles can be assigned to an operator
  • set the permissions on actions and buttons not controlled by the menu tree security
  • assign roles to each menu. Each menu can be included in multiple roles.
• Module Passwords:
  • optionally list modules for which access should be controlled by operator role permissions
  • set over-ride passwords to apply when a user is restricted from the module

The roles can be maintained in the Security Roles window on the Security tab of the Configure System Settings.
An operator must also be assigned a Security Role that allows permission to the Security - Security Roles in order to access this table.

The prompts to define Security Roles include:

ROLE

Multiple roles can be setup for your staff.
e.g. Accounting, Counter, Shop, Administrator, Manager, etc.

DESCRIPTION

Enter a name or brief description for the role.

ACTIVE

Check this box to activate the role.
Uncheck the box to temporarily de-activate the role for all operators.

OPERATORS

Window to view and define the operators that have been assigned this role, as outlined in Associated Operators.

PERMISSIONS

These permissions control access restriction to tools and actions that cannot be set by tree menu option.
Window to access the Security Role Permissions menu, and identify which actions and programs should be accessible by this role.

MENU

These permissions control access restriction to menus, sub-menus, and options in the menu tree.
An operator will not see a menu or menu option if his role does not have permission.
Window to access the Menu Security and identify which options should be accessible by this role.

Example of different Roles within a menu:
The 'Counter' menu can be assigned role COUNTER, but the "Invoice" entry program within the 'Counter' menu could be assigned the role MANAGER.
Then when the 'Counter' menu is loaded for an operator with only the COUNTER role assigned, that operator would not see the "Invoice" entry option, however an operator with the MANAGER role would see the complete 'Counter' menu including the "Invoice" entry program.

EXPORT

This window provides the ability to output the entire menu tree option list, and the permission controls as outlined in Security Role Permissions, by security role to a spreadsheet, with the associated operators listed at the bottom.
The spreadsheet can then be modified to show which options should be assigned to be accessible to that role.

Include operator not assigned to this role?:

Click YES to include all operators on the spreadsheet and not just the operators assigned to this role.
Click NO to limit the spreadsheet to only the operators assigned to this role. This keeps the export file smaller for companies with a large number of operators.

Note: Any changes on the spreadsheet only impact operators on the spreadsheet when it is imported.

If the "Allow" column for an operator on the spreadsheet is not set to Y or YES, then when the spreadsheet is imported this operator will be removed from the role.
Refer to Import Security Roles for information on interpreting and managing the resulting spreadsheet before importing it.

Note: If any menu options or operators are deleted from the spreadsheet prior to importing, the role accessibility security will NOT be changed for those options and operators that have been removed from the spreadsheet.

When the spreadsheet is completed, it can be saved as a "tab-delimited text file" so that it can be imported back into the software updating the role security.

IMPORT

This window provides the ability to upload the role security menu options, actions, and operators with the permissions defined in the spreadsheet using Select a File to Upload as outlined in Import Security Roles.
Importing the "tab-delimited text file" only updates the Allow Access flag for the menus options and operators listed in the file, and only for this specific role.

Copy Permission Setup to a New Similar Role:
If a new role is created that will require permissions similar to an existing role, the permissions from the existing role can be copied to the new role, and then be modified as required.
Copy the permissions as follows:

1. Create the new role with the new description in Security Roles.
2. Export the role permissions from the existing source role to create a spreadsheet.
   • In the second line of the heading on the spreadsheet, change the existing name ROLE: AAAAAA to the newly created role name ROLE: BBBBBB.
   • Update the Allow Access column as required to reflect changes to the menu option permissions required for the new role.
   • Update the Allow Access column as required for the Operators.
   • Save the spreadsheet as a tab-delimited text file.
3. Import the revised spreadsheet.

Note: The role and the operators must already exist in the import company before the permissions can be imported.
Always review the permissions for this target role to ensure the record is properly created prior to the import.

Finished?

Click ACCEPT to accept and exit the window, or click CANCEL to abort.

On exiting, the menu tree view is rebuilt.

The Operator Security Report can be used to export a list of all operators with their security roles and their current SRM access information to a spreadsheet.

ACTIONS:
Additional actions provided by buttons on the Security Roles screen include:

• Delete a Role:
  Double click on the Seq number of the role record to be deleted and click the DELETE button.
  Confirmation is required.

  If a role is deleted it is also removed from any Operator records, and those operators will no longer have access to the software using these permissions.

• Assign Security Roles to Operators:
  Select a Role by clicking on a a field in the role detail line and click the ASSIGN button to update security role access by operator name across divisions as outlined in Operator Security Roles.

• List Menu Options and Role Assignment:
  Click the MENU button to access the Menu Role Assignment which lists options in the menu tree based on the standard menu or the company default, with the current roles assigned and provides the ability to update roles.
  A spreadsheet listing the menus and roles can be generated.

  This button is only enabled if the role assigned to the operator also has access to the Application Menu utility, per the System - Application Menu flag in Security Role Permissions.