User Permissions and
Security
The software allows you to use the
Permissions window to set permissions limiting user access
to certain features of the program. You can create access
privileges for as many users as you wish. Once you add a user under
the Permissions window, a logon screen will be displayed for
each user the next time the software is started. If an invalid user
name or invalid password is entered, the program will not
start.
Important: When you have no permissions set, every
user has unrestricted access to all parts of the program and
a logon screen will never appear!
To open the Permission window and set permissions, click
on the Utilities
menu and select Permissions from the pull-down menu.

The software will display the Permissions window. All
security options are set from this window. When setting up
permissions, keep in mind that at least one user must be set up
as an Administrator. Users who are set up as Administrators
have Administrative Privileges and are the only ones who can modify
user permissions. For this reason, the program requires that at
least one user be set up as an Administrator before any permissions
can be set. You may have more than one Administrator, but whatever
you do, be sure you remember at least one Administrator user name
and password.
Important: If you cannot remember a user name and
password of an Administrator, you will not be able to access and
change permissions once they are set!

A list of users entered into the software is displayed in the
top-left corner of the window. Click to highlight and select a
user. Once a user has been selected, you can view and edit the
user's information if you have Administrative privileges.
Deleting a User
You can delete a user from the software by selecting that user's
name in the user list and clicking the Delete User
button.
Adding a User
Click the Add User button. The software will ask you to
enter the user's name. Type in the name as you want it to appear in
the user list. This same user name will also act as the login name
for the user.

Once you have added a user to the user list, set the user's
password by typing a password into the Password (case
sensitive) box. You may use any combination of numbers and
letters for your password; however, the password is case sensitive.
This means that lower-case letters and upper-case letters are seen
by the software as being different letters. For example, if you set
a user's password as ABC123 and the user types
abc123 into the Logon screen, the software will
deny access for the user because the password is incorrect.
Next, set the user permissions for each indicated part of the
software. Administrative priviliges are given to users who have the
Administrator Privileges box checked. Users with this level
of privileges have unrestricted access to all screens and options
within the software. If this box is unchecked, permissions are set
below by clicking the down arrow in each entry box to display a
pull-down menu. Select the proper setting by clicking on it.

The four available access levels are:
- Full Access: The selected user is allowed full access to
features in the selected section except for the Permissions
window itself. Remember, to access the Permissions window
and set permissions, a user needs Administrative privileges.
- Read/Write Only: User can see all information in a
selected section of the software and make changes, but the user
cannot delete information.
- Read Only: User can see all information in a selected
section but cannot make changes to disk. Note: The
user can create a new deal but cannot save it. As an example, if
you set this permission for the inventory system, the user is
prevented from making changes to the inventory.
- None: User may not access a selected part of the
program. In other words, this part of the program will not work or
will not be displayed.
The Buy-Here/Pay-Here and QuickBooks Posting parts
of the software have an additional access level for modifying
payments. The setting for this access is either Yes or
No on each part of the program. Special attention should be
paid to the Modify Payments section. The Yes/No settings
here work as follows:
- Yes: Allows user to modify or delete customer payments
received in the Buy-Here/Pay-Here module.
- No: Users may not modify or delete customer payments.
Users may still receive payments from customers but if a mistake
was made, they will need a manager with Modify Payment
permission to correct the payment entry.
Removing Security
If you decide at some point you no longer want to have user
permissions, simply delete ALL users from the permissions
window. After closing and restarting the program, the Login
window should no longer appear and all users will have full
access.
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