Published: March 22, 2016

Learn the basics of user security configuration.

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In this video I’m going to show you how you can configure your security settings.

Let’s first navigate to security. Security can we set up in a couple of different areas. The first area that I would recommend you set up is the Default Privileges. These privileges are set and they will apply to every user in the database. So any permissions that you want every user to have need to be configured at the Default Privileges area. You can expand any of these areas and you’ll have additional subcategories that you can expand and ultimately when you get to the bottom level, we’ll reach checkboxes that you can put a checkmark in or take a checkmark out of in order to grant or take away that specific privilege. If you right click on any of the headings, you’ll notice that we can expand all the selected so we can easily get down to the checkboxes without clicking on several different expanding boxes and we also have an option to mark all as well. So we can put check marks in all the boxes and then take away what we know we do not want users be able to do.

The next location where you can assign privileges is at a group level. So once we’re on the group we’ve navigated to the groups section of the software we can start adding groups and to add a group you click on this large plus button and we get to name the group. So maybe you would name a group, Accounting. We have the option to copy the privileges from an existing group that we have already created. So I wanted to take the permissions from Collections group and apply those to the Accounting group I can do that now by checking this box. Now I have a group called Collections and a group called Accounting. So we can then assign the privileges to each individual group. The process is the same as before just as we saw with the default privileges. So after you’ve created your groups and you’ve assigned the privileges to each of those respected groups then you can go to the User Area. Select a user other than Administrator and you’ll see that we have a Groups tab at the bottom of the screen. If you select that Groups tab you can see all the groups that you’ve created and which of those groups this user is a member of or not a member of. So if you want this user to be a member of both the Accounting group and the Collections group then you would add them as a member of both those groups. Now, Bob B. here, would have all the privileges assigned at the default level plus any privileges assigned to the Collections group, plus any privileges assigned to the Accounting group.

The last location where privileges can be assigned is at the User level. So we’ll go to the privileges tab and here, again, we have those same selections that we can expand and assign privileges to and individual user. Once you’re happy with the changes, you can click save and those changes will take effect.

Some of the other areas that we can talk about in Security is the entry log which will show you who’s logged into the database, when they logged in, when they logged out, and what version of the software they are running. If we go to the privileges change log we can see when any changes to privileges took place. We can see the date stamps when a change happened. The user or group name of the privilege that was changed. We can see the privilege itself; privilege was changed. What the original value of the privilege was and what the new value of that privilege is and then who actually made that change.

Last we have active users. We can see who’s currently logged into the system. So we can see right only the Administrator logged in. it’s the Mac address for that user and the time that user logged in.

If we go back to Users, we can configure when a user can also log into the database. We do that by clicking on the Logging Hours button. When we do that we can see a grid filled with blue cells. So if you want to restrict this user’s access to the database to only during business hours, we can select Logon Denied and select the days they would not be able to access the database and then you would restrict the time areas when they can log in.

So now this user can only access the database Monday through Friday from 8 A.M. to 5 P.M. Okay, and that’s how to configure your security