Marc's Minute - Advanced Security

I am sure you are familiar with setting up new users and controlling the access they have within FE by setting up the appropriate options in a security group.  You simply designate which modules, screens and functions you want users in the security group to have access to.  

But have you ever wanted to limit a user to specfic general ledger accounts, specific projects, or specific grants?  This can come in handy if you have department managers or project managers and you want them to have access to FE in order to run reports.  This added security limits the information on their reports to the accounts/projects that you have given access.

You may or may not have advanced security as part of your FE functionality.  To have it you should see any or all of the security tabs depending on what modules you have.



Switch to the appropriate tab for which you want to control access for the user.  I will select account security:



The first thing you will see is the drop down box to determine if you want to 1) Allow access to all accounts 2) Allow access to selected accounts 3) Prevent access to selected accounts 4) Prevent access to all accounts.

I am going to set this user to have access to selected accounts.  I could list specific accounts or determine a range of accounts.  I am going to use a query that I set up that is only my accounts that have the department segment of Buildings and Grounds.  This could be a query you already have set up for other purposes or you can set up a new one.



Now, simply save the record and the user is now limited by the account query.  If they have access to the general ledger they can only see these specific account records.  If they can run reports the information will be limited to just these accounts.

You can repeat the same procedure for limiting access to projects if you have the projects and grants module.  You can limit access to employee records in payroll if you have that module.  Student security affects access in Student Billing.  Signature Security is how you control access to use of electronic signatures that print on AP checks if you use that functionality.

So now you can give access to other FE users and further control the information they have access to.

If you don't have Advanced Security and wish to have it please contact me.  

Happy clicking.