Security and Getting Started
There are many security features you need to set up in order to take advantage of all the features in this application.
Users and Groups
- Add Users
Select File/Administration/Add Users from the Main Menu
Users are all of the users in your organization who will be using the program. Note: When you started the application you may have been prompted to add the first user. If not, login as admin as both the user and password. There are three users who are included in the application, admin, assistant, and member. An additional user has been added which you can use as an example.
These users have been added to show you how to use the Group and User Security features. You can safely delete them after adding the users in your organization who will be using the application. - Admin User
Admin User has access rights to all program features
The user called Admin is the user having all access to all parts of the program, including adding additional users. The three users included are: - Assistant User
Assistant User has access rights to most of the program features
This user can access sensitive information, however, you can limit group or individual access to portions of the program. - Member User
Member User has limited access rights to the program
This user is usually a person who doesn't use the program very often and should not have access to sensitive information about your organization or auction proceeds, contact or bidder addresses, phone numbers, etc. - Groups
Groups allow you to assign Users to them to Allow or Deny Access
Groups are a way to grant access to users who are a member of the group. - View Access Screen
Press Ctrl+F8 to set program access
OK, let's get started. Start the program and login as admin When the program starts you will see a blank screen with the usual File Edit Auctions Reports Window and Help menu items at the top.
Press and hold the Control key on your keyboard then press the F8 key at the top of your keyboard...release both keys. You should see this window
Notice the three Groups in the Operator Name column, they are Admin, Assistant, and Member (the fourth one is me, so you can delete that one by highlighting my name and pressing the Delete button. - Setting Access
This screen sets access to the Main Menu
The three columns Access, Admin, and Edit show you which 'Groups' have access to The Program, The Administrative Menu, and the Edit Menu respectively. Double click on No in the Edit Column of the Member Group, it will change to Yes. You have just granted access to the Edit Menu on the Main Menu to the Group named Member. Double click on it again to change it back to No. Now you can log out of the program, log in as Member (use member as both the user name and password) and you will see this group cannot access Edit on the Main Menu. This is the way we will set access to other portions of the program. Exit the program and log back in as admin. - Add Users
Add Users and apply Access Rights
Once you have logged in as Admin, Select File/Administration/Add Users you will see this screen
Enter your First Name, Your Last Name (Surname) and your Login. This Login is how you will Log Into the program. This will also be your password until you have logged in an changed it. - Click the Operator Button
- Leave Default Access as No Access
- Select a User Group from the Drop Down Menu. Select Admin for the application administrator, Assistant for users who will be able, basically, to see sensitive information, and Member for users needing only basic access for working auctions, printing reports, etc. We will look at more information on this in the next topic.
- Leave Workgroup set to 0
- IF the user you are adding will have the right to add additional users, click the Supervisor button. We strongly suggest you have only yourself and one other person set as Supervisors for increased security.
- Click OK This user has been added.
- More About Setting Access
View and Change Access Settings
Remember we have three Groups of Users, you can add more if, for example, you have a group of users who only need to see information but not be allowed to change anything. Let's look a little deeper... - Click on Edit then click on Auction Items for Sale when the window appears...
- Press Ctrl+F8 ( hold the Ctrl (Control) key on your keyboard,
press and release the F8 key release the Ctrl key) you will see
This screen says - The Admin and the Assistant Groups have Access to Auction Items for Sale, they can Insert, Change, Delete, and Print to xls, rtf, and csv (The little Printer icon at the bottom of the Browse screen)
- The Member group has these same access rights except they cannot Delete items nor can they Pring
- Look at the Auctions Browse window to see the default access settings
- View Access Rights on the other Browses
Click File Administration Change Login
CLogin as one of the other users, assistant or member and see what access each group has available to them - You can change these access rights by double clicking on the Yes or No in each column. There is no need to change these, unless you want to allow different users access rights other than the program defaults.