Editing User Groups

SME 6 User Groups

SME 6.2 adds the capability of user groups.  This powerful feature provides a number of benefits including the following:

* Simplifies user settings by grouping all users settings into a group.  This user group is applied to a user.  For example, you could create a technician group, a limited user group, a sales group, or a full rights group. New groups can be quickly created and then applied * User Groups allows hiding of tabs and features throughout SME.  This will provide a much simpler user interface for users by removing * Companies can remove unneeded SME features and tabs by removing these for all user groups.  This allows companies to customize SME for their needs and simplifying the application for all users.
* User groups can be established to hide financial information.  By hiding features and tabs that hold customer financials such as balances, aging, and rates; user groups can be established that do not have access to this information.

 
Guide on User Groups

# User groups are setup in Setup>Company>User Groups
# An Administrator Group is created by default along with the Admin user assigned to the Administrator Group
#  
# Navigation Bar

#  
# New:  New user group
# |< First:  Navigate to the first user group
# < Prior: Navigate to the prior user group
# > Next: Navigate to the next user group
# >| Last: Navigate to the last user group
# Edit: Edit the User Group:^ Delete a User Group:-
# Save: Save the user group changes
# Delete: Delete the user group
# Cancel: Cancel the changes.  The Delete button changes to the cancel button in edit mode
# User Security Clearances:

# For EVERY module in SME you can select read, write and report access.
# To enable full rights to all modules, select Set All Read Access, Set All Write Access, and Set All Report Access.  Then go to any modules you do not want to provide access, and uncheck the read, write or report clearance checkmarks.
# To give no access to a user group, select Clear for all the buttons.  Then go to each module that you want to provide access and selec the check marks for read, write or report access.

Other Sections

* Administrative Clearances
* This section is used to provide work flow rights
* User is an administrator:  This gives various special administrative rights not included in the specific options below.
* Order Abilities: Give rights to edit or delete orders.
* User Accounts: Give rights to access the user accounts section
* Financial Data Access: Give rights to see financial type data. 
* Proposals Administrator: Gives rights to manage approved proposals
* View Costs and Totals: If this is unchecked the user will not see ANY costs or prices on order items.  Only the default cost and prices will be used and hidden.
* View Credit Card Info: Allow user to see credit card data.
* Company Defaults: Provide read and write access to the Setup>Company area.
* Miscellaneous:
* Reindex Data:  Allow user to reindex the database
* Modify Reports:  Allow user to modify reports
* Can Update Program:  Allow user group to get live updates for the program
* Do Automatic Backup:  NOTE: IT is NOT recommended to use SME utilities for backup, see SME Backups
* Can Create Companies:  SME allows multiple company files, each with it's own database.  This option allows the user to create new companies.  This should be unchecked for most users.
* Utlities Access: Gives user rights to access the utilities section for things like inventory reconciliation, import and exports, and others.
* Can Update Docs:  User can update stored documents
* Can Edit/Create Views:  Allows the user to edit and create new views.  This should probably be checked for most users.
* Startup Options: Gives user ability to set the startup options in Preferences>Startup for creating recurring orders, scheduled services, recurring invoices, etc.
* QB Synch:  Give user the right to initiate a sync with QuickBooks.  This is shown in Tools>Sync QuickBooks
* Maintain Custom Table: Gives user rights to create or update the custom table for customers.
* Main Form Elements:  Show the various options buttons such as barcoding, search, calculator, etc.
* Common Elements: There are various tabs throughout such as stored documents, activities and so on that can be shown or hidden from here.
* Sales Form: Set which options and tabs show in the Sales Lead module
* Customer Elements: Set which tabs to show in the Customer module
* Customer Form:  Set which options to show in the Customer module
* Service Orders Form: Set which options and tabs to show in the Service order module
* Install Orders Form: Set which options and tabs to show in the Install order module
* Invoices Form: Set which options and tabs to show in the Invoice module
* Recurring Orders Form: Set which options and tabs to show in the Recurring order module
@@ Line 1: / Line 1: @@
-Each user group has permissions within SME. Assign users to a user group and the user will inherit the permissions assigned in the group. Examples of different user groups you can create are:
+SME 6 User Groups
-*    Admin Group  - by default this group is created
+SME 6.2 adds the capability of user groups.  This powerful feature provides a number of benefits including the following:
-*    Sales Group – this group may have rights to all modules except for receivables and only read access to the inventory module.
-*    Full Rights Group – this group has access to all modules and all tabs and features within each module
+* Simplifies user settings by grouping all users settings into a group.  This user group is applied to a user.  For example, you could create a technician group, a limited user group, a sales group, or a full rights group. New groups can be quickly created and then applied * User Groups allows hiding of tabs and features throughout SME.  This will provide a much simpler user interface for users by removing * Companies can remove unneeded SME features and tabs by removing these for all user groups.  This allows companies to customize SME for their needs and simplifying the application for all users.
+* User groups can be established to hide financial information.  By hiding features and tabs that hold customer financials such as balances, aging, and rates; user groups can be established that do not have access to this information.
-== Setup User Groups ==
-#    Go to '''Setup''' module > '''Company'''.
-#    Click '''User Groups'''.
-There are two user groups created when by default including the Admin Group and the Default user group. You can also create additional groups as needed by clicking '''New'''.
-[[File:UserGroupTabs.jpg]]
-<br><span style="color:orange">1</span> - User Security Clearances  - Set users access to the modules in SME
-<br><span style="color:orange">2</span> - Administrative Clearances - Assign various administrative permissions to the User Group such as the ability to delete orders or invoices.
-<br><span style="color:orange">3</span> - Tab Settings - Hide tabs and rearrange the order of tabs throughout the modules in SME
-<h3>User Security Clearances Tab</h3>
-On the User Security Clearances tab you assign read, write, and report access to the modules in SME.
-Select the module and check Read, Write, or Report Access.
-*    '''Read Access''' - user can access the module and read/view records in the module
-*    '''Write Access''' - user can edit records in the module
-*    '''Report Access''' - user can click the Print/Email button in the modules to print or email the record.
-If the user has <u>broad</u> access to all modules:
-*    Click '''Set All Read Access, Set All Write Access and Set All Report Access'''.(circled in image to the right)
-*    Then select the module you want to restrict permissions for and uncheck the read, write or report access under Clearances.
-[[File:UserSecurityClearancesTab.jpg]]
-<br>'''Edit Labor Details''' - If checked, user can add and edit labor items on orders. If unchecked, they won't be able to add or edit labor on orders.
-<br>'''Edit Material Details''' - If checked, user can add and edit material items on orders. If unchecked, they won't be able to add or edit material on orders.
-<br>'''Edit Service Details'''  - if checked, user can add and edit service items on orders. If unchecked, they won't be able to add or edit service items on orders.
-<br>'''Land on Grid''' - This determines where your cursor lands when you open a search window. If checked, it lands on the data in the grid. If not checked, it lands in the first column filter cell which is usually preferred.
-<br>'''Dispatch Locked''' - If checked, user cannot change labor on the dispatch calendar
-<br>'''Bar Code Reconciliation''' - that is related to Barcode for SME - an add-on software for SME that works with Motorolla MT2000 series barcode devices.
-<br>'''Allow adding new inventory from orders''' - If this is checked, the user will be able to add a new inventory item from the service or install order. In order, click New Material. In search window click cancel. In the add item to order window that opens, enter the name, number, description. Click OK. The following message will prompt you: Inventory Item not found. Add it to Inventory? Click Yes. You will find the item added to your inventory item list.
-[[File:UserGroup_UserSecurity_Flags.png]]
-<h3>Administrative Clearances Tab</h3>
-On the Administrative Clearances tab you will assign various administrative permissions to a user group such as the ability to delete order, edit order, view costs and totals etc.
-[[File:AdministrativeClearancesTab.jpg]]
-The <span style="color:orange"> '''Order Abilities''' </span> section is where you can choose permissions related to adding and deleting information.
-*    '''AR Rollback''' - Allows users to rollback an invoice (Actions > Rollback Invoice)
-*    '''Can Delete Master Records''' - A master record is the record showing on the Details & Settings tab in any module. So they cannot delete that but can delete items on that record.
-*    '''Can Initialize Numbers''' - SME will generate an invoice number or order number, but with this option check, users can enter their own invoice number or order number.
-*    '''Can Merge Customers''' - You can merge customers into one another. So if company A is bought out by company B you can merge A into B. All records will be merged however the address info is not changed.
-*    '''Can reverse receipt PO Items''' - With this permission, a user can go to a PO, right click on an item that has been received into stock, and reverse the receipt.
-The <span style="color:orange"> '''User Accounts''' </span> section provides access to the user accounts in SME.
-*    '''Field Access Level''' is related to custom fields. You can assign an access level to each custom field and this is where you assign what level of access the user group has to the custom fields.
-The<span style="color:orange"> '''Financial Data Access''' </span>  section provides users access to financial information such as commissions, costs and prices, and credit card info.
-*    '''Proposal Administrator''' - If checked user can see the '''Sales Commission''' field on a proposal.
+Guide on User Groups
-*    '''View Costs and Totals''' - If checked then the user can see the cost and price field on material, labor and services they add to orders.
-*    '''View Credit Card Info''' - If checked allows users access to credit card information.
-*    '''Commissions''' - If checked then user has access to commission summary on the totals tab on an order. They also see the commissions tab on the material, labor, and services added to an order.
-The <span style="color:orange"> '''Company Defaults''' </span> section provides users access to the Setup module > Company > Setup Groups (image below). This applies to all groups except user groups. Access to the User Group section of Setup module is determined under the User Accounts section.
-[[File:companyDefaults.jpg]]
-The <span style="color:orange"> '''Miscellaneous ''' </span> section provides other permissions. A couple that are used frequently:
-*    '''Reindex Data''' - There is no reason to reindex in SME.  SQL manages that very well. The only time you should reindex is when High5 may request you reindex and you can only perform it on the SQL server logged in as Admin.
-*    '''Can Update Program'''- Only the Admin login should have that enabled as it can only be done from the server.
-*    '''Utilities Access''' - with this permission, a user can access the Utilities module where you will find Price Book Editor, Payroll Items, Import and Export utilities, and various other utilities.
-*    '''Can Edit/Create Views'''- this allows user to create new search views in the search windows throughout SME.
-*    '''Add to Lists''' - allows users to add values to drop down fields directly in the field rather than going to the setup module.
-*    '''Add to contacts''' - Allows user to add contacts
-*    '''Maintain Custom Table''' - Gives the user the ability to setup the custom tables for the Custom Tabs. Utilities> Custom Tabs.
-*    '''Can Unlock Tax Codes''' - There is a check box in the taxes tabs on orders & invoices so taxes would not be updated if an order/invoice were to be edited after the tax rate was changed. Old behavior was the order/invoice would get recalculated if the order/invoice were touched
-*    '''Can Delete Equipment''' - If checked, user can delete equipment from the Customer Equipment Module
-*    '''Can override item cost on orders''' - If checked, user can change the cost of material items on orders
-<h3>Tab Settings Tab</h3>
-Use this tab to choose which tabs are available in each module for the user group. You can also arrange the tabs in the order you want on this tab.
-<br><span style="color:orange"> 1 </span> - Choose the module
-<br><span style="color:orange"> 2 </span> - Check the tabs you want visible
-<br><span style="color:orange"> 3 </span> - Arrange the order of the tabs
-[[File:TabSettingsTab.jpg]]
-<h3>Additional Settings tab</h3>
-This tab is related to TechPortal for SME Settings. If you are using TechPortal, then this tab will be populated with the options once WebService is installed. Please see the '''[[TechPortal Settings]]''' page for a description of the options.
-<br>[[File:UserGroup AdditionalSettingsTab.png]]
-== Assign User Group to your SME Users ==
-<br>1. Go to the Setup Module > Users.
-<br>2. Click Search > Search Active Users and select the user you want to edit.
-<br>3. On the Details and Settings tab, locate the '''User Group''' field. Select the user group you want to assign to user.
-<br>[[File:AssignUserGroupToUser.png]]
+# User groups are setup in Setup>Company>User Groups
+# An Administrator Group is created by default along with the Admin user assigned to the Administrator Group
+#
+# Navigation Bar
-== Add User Group on the fly ==
+#
-In a User record, you can type a new user group directly in the '''User Group''' field then hit 'Enter' on your keyboard. You will be asked if you want to add the new user group. Click '''Yes''' and a new user group is created. You will have to go to the User Group and set all the setting since the new user group will have access no module and no settings on the Administrative Settings tab.
+# New:  New user group
-<br>[[File:AddUserGroupOnTheFly.png]]
+# |< First:  Navigate to the first user group
+# < Prior: Navigate to the prior user group
+# > Next: Navigate to the next user group
+# >| Last: Navigate to the last user group
+# Edit: Edit the User Group:^ Delete a User Group:-
+# Save: Save the user group changes
+# Delete: Delete the user group
+# Cancel: Cancel the changes.  The Delete button changes to the cancel button in edit mode
+# User Security Clearances:
+# For EVERY module in SME you can select read, write and report access.
+# To enable full rights to all modules, select Set All Read Access, Set All Write Access, and Set All Report Access.  Then go to any modules you do not want to provide access, and uncheck the read, write or report clearance checkmarks.
+# To give no access to a user group, select Clear for all the buttons.  Then go to each module that you want to provide access and selec the check marks for read, write or report access.
-==User Is An Administrator==
+Other Sections
-<br>
+* Administrative Clearances
-[[File:UserIsAnAdmin.png]]
+* This section is used to provide work flow rights
-<br><br>
+* User is an administrator:  This gives various special administrative rights not included in the specific options below.
-'''If left unchecked setting Restricts group from: '''<br>
+* Order Abilities: Give rights to edit or delete orders.
-*    Restricted access on reports, search views, and custom fields
+* User Accounts: Give rights to access the user accounts section
-*     Converting inventory from an inventory item to non-inventory item
+* Financial Data Access: Give rights to see financial type data.
-*    Clearing 0 count records from inventory items
+* Proposals Administrator: Gives rights to manage approved proposals
-*     Deleting records from the inventory> Material Details tab
+* View Costs and Totals: If this is unchecked the user will not see ANY costs or prices on order items.  Only the default cost and prices will be used and hidden.
-*    Clearing inventory transactions from Inventory> Transactions tab
+* View Credit Card Info: Allow user to see credit card data.
-*     Deleting an inventory record
+* Company Defaults: Provide read and write access to the Setup>Company area.
-*    Access to system the overview functions in utilities
+* Miscellaneous:
-*    Company overview (main form, overview button)
+* Reindex Data:  Allow user to reindex the database
-*    Viewing journal notes
+* Modify Reports:  Allow user to modify reports
+* Can Update Program:  Allow user group to get live updates for the program
+* Do Automatic Backup:  NOTE: IT is NOT recommended to use SME utilities for backup, see SME Backups
+* Can Create Companies:  SME allows multiple company files, each with it's own database.  This option allows the user to create new companies.  This should be unchecked for most users.
+* Utlities Access: Gives user rights to access the utilities section for things like inventory reconciliation, import and exports, and others.
+* Can Update Docs:  User can update stored documents
+* Can Edit/Create Views:  Allows the user to edit and create new views.  This should probably be checked for most users.
+* Startup Options: Gives user ability to set the startup options in Preferences>Startup for creating recurring orders, scheduled services, recurring invoices, etc.
+* QB Synch:  Give user the right to initiate a sync with QuickBooks.  This is shown in Tools>Sync QuickBooks
+* Maintain Custom Table: Gives user rights to create or update the custom table for customers.
+* Main Form Elements:  Show the various options buttons such as barcoding, search, calculator, etc.
+* Common Elements: There are various tabs throughout such as stored documents, activities and so on that can be shown or hidden from here.
+* Sales Form: Set which options and tabs show in the Sales Lead module
+* Customer Elements: Set which tabs to show in the Customer module
+* Customer Form:  Set which options to show in the Customer module
+* Service Orders Form: Set which options and tabs to show in the Service order module
+* Install Orders Form: Set which options and tabs to show in the Install order module
+* Invoices Form: Set which options and tabs to show in the Invoice module
+* Recurring Orders Form: Set which options and tabs to show in the Recurring order module