The Permissions window allows you to limit user access to certain features of the program.
To open the Permission window and set permissions, click on the Utilities menu and select Permissions from the drop-down menu.
Access privileges can be created for as many users as you wish. Once a user is added under the Permissions window, a logon screen will be displayed for each user the next time the system is started. If an invalid user name or invalid password is entered, the system will not start.
Important: If no permissions are set, every user has unrestricted access to all parts of the program and a logon screen will never appear!
Permissions drop down menu
When setting up permissions, keep in mind that at least one user must be set up as an Administrator.
Users with 'Administrative Privileges' are the only ones who can modify user permissions.
At least one user must be set up as an Administrator before any permissions can be set.
Important: If you cannot remember the user name and password of an Administrator, you will not be able to access and change permissions once they are set.
Permissions Window
A list of users entered into the system 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.
Adding a User
Click the Add User button. At the prompt, enter the user's name. Type in the name as you want it to appear in the user list, then click 'OK'.
This user's name will also act as the username to log in to the system.
Deleting a User
Select the user's name in the user list and clicking the Delete User button.
Add new user
Setting User Passwords
Set a new 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.
Setting Permissions
Set user permissions by clicking the appropriate check boxes. If the Administrator Privileges box is checked, the user will have unrestricted access to all screens and options within the system.
For those without Administrative privileges, permissions are set by clicking the down arrow in each entry box to display a pull-down menu, then clicking on the desired setting. In the example below, the user's Deal Reporting is set to 'Read Only'.
Set Privileges
Access Levels
1.Full Access: The user is allowed full access to features in the selected section except for the Permissions window itself. To access the Permissions window and set permissions, a user needs Administrative privileges.
2.Read/Write Only: The user can see all information in a selected section of the system and make changes, but the user cannot delete information.
3.Read Only: The user can see all information in a selected section but cannot make changes. Note: The user can create a new deal but cannot save it. For example, if you set this permission for the inventory system, the user is prevented from making changes to the inventory.
4.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 modules have an additional access level for modifying payments. The setting for this access is either Yes or No. 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 is 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.