Security

 

 

 

 

DESCRIPTION:  Pro Fund Accounting includes a comprehensive Security system that allows you to configure access rights to each menu item (View, Update, and Delete options) and report (Allow or Deny options).  To properly configure and maintain the Security system, careful planning will be helpful.

 

 

 

To access:  Click on the Tools module  then click the Security menu item.   

 

The following window will appear:

 

 

 

Security for Pro Fund Accounting is made up of two parts - Users and Groups.  Groups grant access to reports and menu items.  Users will belong to Groups.  A User can belong to several groups but must belong to at least one.  When you first install Pro Fund Accounting, a special Group is created called All Access.  This Group is maintained by Cogitate and will always include access to every part of Pro Fund Accounting.  Administrators should belong to this Group.

 

To create a new Group, select the Groups Tab and click the New group button at the bottom of the window.  Enter a Group Name and click the Create Group button.  The new Group will now show up in the list of Groups.  Click the Edit  button.  The Change Group window will appear showing the Group name and the Permissions.  Specify the menu items and options that will be allowed for this Group.  Click on the Reports Tab to select the reports that the Group can access.  Click the Done button at the bottom of the window.  Continue to create all the Groups that you will need.  If you need to delete an existing Group, click the Edit  button of the Group you need to delete.  In the Change Group window, click the Delete Group button at the bottom of the window.  A confirmation window will appear asking Are you sure you want to delete the selected item?  Click the Yes button to delete the Group.  Click the No button to not delete the Group.

 

Once the Groups are configured, you can create Users.  To create a new user, select the Users Tab.  Click the New User button at the bottom of the window.  Specify the Username, First name, and Last name.  Then click the Create User button.  The new User will be added to the list of Users.  You may notice that there is no password field when creating new Users.  This is because when the User logs into Pro Fund Accounting for the first time, they will be required to enter a password.  Requiring the User to enter their own password helps to ensure that only that User knows their password.  Click the Edit  button.  In the Add Groups to User section, specify all the Groups to which the User will belong.  The User Permissions section will display the combination of all the Groups the User belongs to and any adjustments that have been made.  In the User Permissions section, under the Features Tab, you can make an adjustment by checking or unchecking any of the items listed.  If any changes have been made, be sure to click the Done button to save the changes.  Click on the Reports Tab to see which reports the User has access to.  If you need to delete an existing User, click the Edit  button of the User you need to delete.  In the Change User window, click the Delete User button at the bottom of the window.  A confirmation window will appear asking Are you sure you want to delete the selected item?  Click the Yes button to delete the User.  Click the No button to not delete the User.

 

The Clear Password button will reset the User's password so the next time the User logs in, they will need to enter a new password.  If you are using the Domain Controller Login option in Pro Fund Accounting, the Windows User ID and Search buttons are used.  Check the Enforce password policy box to require the User to maintain and change their password based on the policies established in the System settings.  If the User is to be exempt from the password policy, then leave this box unchecked.  Select the User type by using the drop down list.  A Standard User can access the general menu of Pro Fund Accounting.  An Administrator can access the high-level system options.  Remember, all access to reports and menu items are primarily granted by Groups.  A User can belong to many Groups and those Groups combine to complete the Users Pro Fund Accounting access.  If you have a User that requires special access for menu items, it can be granted or denied in the User's Permissions section.  Report access can only be granted by Groups.  Please note that Pro Fund Accounting applies the security access during login.  Any changes to the security for a User will be applied on the next login.

 

Here is an example to help understand how Permissions are granted.  Group A is set up with view, update, and delete access to the Pay Invoices menu item.  But only view access to the Payables Post menu item.  It will also have access to the Payables Reports menu item, check information, and check register.  Group B has access to view, to the Pay Invoices menu item, and also view, update, and delete to the Payables Post menu item.  It will also have access to the Payables Reports menu item, laser checks, and prepay.  If a User belongs to both Groups, they will have full access to both the Payables Post and Pay Invoices menu items.  They will also have access to all the granted reports.

 

Click on the X in the upper right corner of the window to close the window.