Assigning Users to Groups

You can set access levels and authorizations for individual users or for groups of users.

Group Authorizations

You can use default groups to assign a user to an existing Purchasing group. To modify the forms and permissions for an existing group, select the group on the Groups form and click Group Authorizations to open the Object Authorization for Group form.

You can add or delete groups on the Groups form.

Caution: 
You copy the records from the default group to a new group name, then modify the group authorizations. Do NOT delete or modify default groups.

Copy Group From Users

When you create a new user, you can copy the user's group authorizations from an existing user. On the Users form, select the user who needs to add groups, and click Copy Groups from User. On the Copy Groups From User form, select the user from whom you want to copy the groups. If multiple groups are listed, you can select the groups that you want to copy to this user. Click OK to return to the Users form. Then save the changes to the user's record there.

User Authorizations

If a user is not assigned to any group, use the Object Authorizations for User form to determine what forms and privileges are available to that user.

Working of Authorizations

Group authorizations allow you to control multiple users with one group. If an authorization is granted in one group and not granted in a second group, the least restrictive authorization is used.

For example:

  • You can create a group COMaint that has EDIT and UPDATE privileges granted on the Customer Orders form. All other privileges on this form are not granted.
  • You can create another group CO that has EXECUTE and READ privileges granted on the Customer Orders form. All other privileges on this form are not granted.
  • Users in the COMaint group, who only have EDIT and UPDATE privileges, cannot open the Customer Orders form. Users in the CO group, who have EXECUTE and READ privileges, can open the Customer Orders form, but cannot make updates to it.
  • "Power" users who are included in both the CO and COMaint groups can open the Customer Orders form and make updates.

Group authorizations work together. If a user is included in a group where a privilege is granted on a certain form, that granted privilege prevails over any not granted setting for the same form in other groups assigned to this user.

However, any user authorizations set for individuals override group authorizations defined for a form.

At the User Authorizations level (Object Authorizations for User form), privileges can be granted or revoked. There is only one set of privileges per form or per component per user. Therefore, if a privilege is revoked at the User Authorizations level, the same privilege cannot be granted at the Group Authorizations level (Object Authorizations for Group form).

User authorizations cannot have multiple privileges for the same form or same component. If a form or component is revoked at the User Authorization level, that revoke setting is used regardless of any group privileges that you specify.

If privileges are left blank at the user authorization level, the user is assigned the permissions defined at the group level.

User Authorization Report

In the User Authorization Report, user and group authorizations for forms and IDOs are grouped together by user ID.

Row authorizations are grouped together by user ID and group name, and are sorted by IDO and group name. Options on the form let you choose the specific forms or IDOs you want to see in the report.

You can see and compare all authorizations for a single user in the same section of the report.