The optional Advanced Security Settings module of EBMS is used primarily to manufacture products or create assemblies to distribute or sell. The amount of inventory items are increased using the manufacturing process rather than by purchasing items through an expense invoice. This module should be used in the following situations:
The standard EBMS software contains many security options that restrict the user to access only pertinent information. These standard options restrict a user's ability to access a file, field, button, or report. Review the Creating Users and Assigning Rights section for more details on the standard security settings. One limitation of the standard security feature is that all records are restricted if the user's security settings restrict the field or file. For example, the history or details of all the vendors are restricted if the user's security settings restrict access to the vendor information.
The Advanced Security option allows the administrator to limit a user's access to one or a group of vendors, employees, or other accounts. For example, the manager may want to limit a user's ability to access specific vendors but give the security rights to other vendors. This allows a secretary to manage the main vendor accounts but restrict access to a few more sensitive accounts. A manager could also restrict some sensitive general ledger accounts such as equity or asset accounts without restricting the user's access to the revenue or expense accounts.
Complete the following steps to create advanced security settings:
The user must have administrator security rights to set any security settings including the advanced settings.
Choose the partially restricted file, tab, field, or process. Many advanced security settings are set on the file or parent level. Review the Setting the Parent Security within a Window section for parent level settings or the Setting Security for a Tab, Entry Field, Button, or Process section for other settings.
To restrict access to a vendor or group of vendors, open the vendor window and click on the title bar icon. Select Set Security as shown below:
The advanced security option adds an Expression option as shown below:
Each Access setting that is dependent on a condition or Expression must be set to Evaluate Expression as shown above. The interpretation of the Expression example listed above [iif(("SECALL") $ AS, 3, 1)]is as follows:
if( condition, result if condition is TRUE, result of condition is FALSE )
The condition, in this example is "SECALL". The condition is TRUE if the text "SECALL" is found ($ - contains command) within the AS field of the file (APVENDOR.DBF).
The result value of 3 will disable and hide the field, 1 will make the field read only, and 0 gives full access. Therefore, in the above example, the Manager user level will be disabled if "SECALL" is found within the AS field and will have full access if the AS field is blank.
Go to the Security tab on the vendor record. Enter the text SECALL into the AS field for each vendor that you wish to secure. This field may be found in a customer vendor tab. The settings listed above will hide the vendor information for all users except the user with administrator security rights. Do not set the Access option to Evaluate Expression for any user that is allowed to view the secure vendors.
The steps listed above will only hide the vendor. It will NOT hide invoice information if the user tries to open an invoice from another source. The advanced security settings must also be set within both the main invoice and the detail files to hide all invoice detail for the specific vendor. Complete the following steps to also secure the expense invoice information for the secure vendors.
Open Expenses > Invoices and P.O.s from the main EBMS menu.
Click on the expense invoice icon on the far left side of the invoice title bar to open the following menu.
Select Set Security from the menu to open the following dialog:
Change the Access setting to Evaluate Expression for each user level that is to be restricted based on the type of vendor. Refer to step 4 for details on the expression setting.
The invoice details will not be hidden unless the invoice detail file is secured. Right-click on any detail row within the expense invoice.
Select Set Security from the context menu to open the following dialog:
Verify that the parent security dialog is open and not individual fields:
The dialog title must show only the file name rather than the file and field (Example: APINVDET, QUAN).
The button to the right of the Cancel button should show Filter Down rather than View Parent. Click on the View Parent button if it shows until the button changes. The parent security dialog will show a Filter Down button rather than a View Parent button.
The advanced security Expression is not evaluated when the commands are entered into the Set Security dialog. Error messages may occur when opening the vendor or invoice window if an invalid expression was entered. Exit EBMS and log into EBMS using a login user that should be blocked from viewing a secure vendor.
Verify that all data in the vendor, invoice, and invoice detail records are hidden. Check the security setting of each individual field if a field or column is visible. All individual field security can be overridden with the Evaluate Expression Access setting by clicking on the Filter Down button on the parent security dialog as shown above.
Customer and sales invoice information can be hidden in a similar manner as the vendor and invoice information. Complete the steps listed above but open the customer record rather than the Vendor record and the sales invoice screen rather than the expense invoice.
Contact an EBMS representative if additional security fields are required. The Advanced security system within EBMS can be customized to meet specific security needs.
This optional EBMS module is not included on all versions of the EBMS software. Review the Features > Optional EBMS modules within the main software manual for specific instructions used to identify or add optional modules.