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22.3 Step-by-step

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22.3.1 Step 1. Divide users into groups based on what level of access to Latitude functions you would like them to have.

 

Smaller organisations might only need 2 groups:

Administrators, who need to be able to do everything.

Users, who do not need access to Employees, Audit Trail, Error Log, Lookup Tables or Administration.

 

Larger organisations can add other groups such as:

Management, who only enter their own jobs and timesheets and run reports.

Accounting, who should not be able to add Jobs/Projects.

 

Normally there is no need for more than 5 groups. If more than 5 groups are needed reevaluate the organization as a whole.

 

Sample user Group:

Administrator (full access) - a,b,c,d,e,f,g,h,I,j,k,l,m,n,o,p,q,r,s,t,u,v,w,x,y,z,!,#,^,*

Admin (timesheets, reports, Finance) - a,^

Management (Business Contacts, Contacts, Jobs, Employees) - c

General User (timesheets, read only on Business Contacts, Contacts, Jobs, Invoice) - b, 1, ^

 

22.3.2 Step 2. Select an Administrator

 

Before securing any objects assign an "Administrator" who will be in control of Latitude Security and therefore will have full security rights. Once you have decided who that will be, do the following:

Click User Security and locate the "Administrator" employee in the list.

In the "Security Codes" column, type all letters of the alphabet, digits and the four special codes, separated by commas, no spaces ( a,b,c,d,e,f,g,h,i,j,k,l,m,n,o,p,q,r,s,t,u,v,w,x,y,z,!,#,^,* ) against the "Administrators" employee record. Do not include the "|" (vertical bar) character unless you want the Administrator barred from adding or deleting records.

 

22.3.3 Step 3. Decide which forms and/or reports you think should be secured.

 

To secure the Employees form, do the following:

From the Home Screen, click "Administration" and select "Object Security"

Scroll down the list of objects until you find the form called "frmEmployees"

In the Security Codes column type the letter "e" (where "e" represents a group)

 

You have now secured the Employees form so that anyone who does not have the letter "e" in their security codes will not get access to the Employees form. So now you should close the Object Security form and run the User Security form. Go to each employee you want to have access to the Employees form and assign to them the letter "e".

 

You can repeat this process as often as needed. Remember if you need more than one code separate them with commas.

 

If you wanted to give them access to the Employees form but did not want them to be able to make changes you would give both the user and the object a digit as well as a letter.

 

22.3.4 Step 4. Secure column sections of the Home Screen.

 

Stop users from getting access to sections of the Home Screen

From Object Security scroll down to find the "zsfrmMainMenu"

Enter the four special codes (!,#,^,* ) in the Security Codes column

Click Close

 

Allow users to access different sections

From User Security, select user(s) that you want to give full access to all sections and add the !, # , ^ , * characters to their Security Codes

 

Allow users to access specific sections

From User Security, select user(s) that you want to give access to a specific section e.g. Management

Add ! Into the users Security Codes.

 

 

If you only wanted to give a user access to the Management section of the main menu you would simply add the !, character to their Security Codes field within the User Security form. This would stop them gaining access to the Administration, Finance & Lookup tables section of the main menu.

 

22.3.5 Step 5. Disallow Adding or Deleting Records

 

To stop certain users from adding or deleting records, place a "|" (vertical bar) in the object and user security codes along with any other codes they have, which should be separated by commas (",").

 

22.3.6 Step 6. Disallow Editing of Records

 

To stop certain users from editing a record, place a number in the object and user security codes along with any other codes they have, which should be separated by commas (",").

 

22.3.7 Step 7 . Secure Sub-Forms

 

If the main form contains sub-forms which you want specific users not to have access, make these sub-forms read-only.