UA Business Software Tips For Business Owners

By Peter Munnerlyn

Our customers are continuously wanting to know how to use UA Business Software to its fullest potential.  That is why we are going to publish blog posts titled, “UA Business Software Tips.”

To start off this series, here is a question we recently received: ” How can I assign security roles and set up permissions?” Great question! Here is what we recommend you do.

Users can be given full or limited rights to the following functions:

  1. Insert Records.
  2. Update Records.
  3. Delete Records.
  4. Hide and show fields.

Note:  Thorough planning assigning security and permissions is a must.  If a user can edit records then they can also insert records. Checking the highest level of permissions also grants the lowest level.  It is suggested that only a limited number of users have rights to delete records.

Open the Security Manager through the System Administration module. New Users can only be created by logging into the product with sufficient Security Administrator rights such as a Database Owner, or the default “sa” account within SQL Server.

Creating new users:

  1. Click on the Users button.
  2. Click New.
  3. Select the radio button for the type authentication.
  4. Create Login Name.
  5. Create User Name.
  6. Create a Password.
  7. Confirm password.
  8. Click Create User.
  9. Continue adding new users or click Done when finished.
  10. Click Done.

Set-up User Roles:

After a new user has been created, permissions must be setup.

1.  In the Security Setup screen, highlight the user, then do the following:

    • The role memberships for that user appear in the right-pane.
    • The system contains several pre-defined roles that are not used on a regular basis, if at all, in most scenarios.
    • The most commonly used roles are:
      • db_owner
      • db_securityadmin
      • Financials Admin
      • Financials User
      • Etc.

2.  Check the boxes next to the roles in order to give permission to that role for each user.

3.  The All or None options can also be used.

4.  Click Save Profile when completed.

Role Permission: 

  1. Set access to each object for each role group.
  2. Highlight the Role in the left-pane.
  3. To give permissions to the entire role for the entire object, check to top level check box.
  4. To limit permissions to certain roles, click the + to open the object hierarchy.
  5. Check each box to grant permissions for the selected role.

Note: The highest level permission checked also gives permission to all the level underneath so caution must be exercised when setting up permissions for roles.

Examples:  If the check-box on “Administration” is checked the system automatically checks all the objects below that level.

If a certain role should only have permissions to certain objects and limited capabilities on data use, then the roles must be checked carefully to insure that each role group has the correct level of permissions as intended.

Note that when the Members Can Update Data box is checked, the system also automatically checks all of the higher level objects as well. The check boxes generate global changes and affect all users. Caution should be used and only certain users should have access to certain modules and objects.

**On the Financials menu and anywhere else that contains batches, there is another Members permissions box, Members Can Post.

There you have it! Our first blog post about UA Business Software Tips is in the books! What are some other tips that we can offer? Let us know in the comments!