Hi There, this month I am writing about two of Abel’s features – Functional Security and Data Visibility. These features give you extensive control over access to screens and data in Abel.
- Functional Security controls which functions or screens a user can access and what actions they can perform on the data and documents in those screens.
- Data Visibility defines the sub-sets of data each user normally works with.
These features combine to give each user access to the functions and data they need to do their work.
With Abel’s Functional Security, you can specify Access, Change, Create, Delete and Print permissions for each user / screen combination. Also, for documents such as customer orders and invoices you can specify which users are allowed to Open, Hold, Post or Close them. You can view and manage functional security by user or by screen. You can copy a user’s security configuration from specially configured security roles or from other users. (A security role is like a template for security that you copy to users who have that job role.)
We recommend configuring security according to the roles within your organization e.g. “Warehouse”, “Procurement” etc. Then when a new employee comes along, you identify which role(s) they carry out and configure them with the role(s) they need.
The nifty thing about Abel is that you can give your employees more than one role and Abel will append the necessary security. So if your newest employee does both Warehouse and Procurement that’s no problem with Abel! The ability to append roles simplifies and reduces the number of roles you have to maintain and easily allows for employees who do more than one role (i.e. in the above example, you don’t need a third role called “Warehousing and Procurement”).
This example shows some of the functional security for a “Warehouse” role. Each line in the table is a screen in Abel. The lines with extra permissions are the documents such as Orders, Dispatches, Invoices etc. It is easy to see and control what screens each user is allowed to see and what functions they are allowed to do on each of those screens.
You can also take a “per screen” view of the Functional Security settings. This example shows user access for the Customer Despatch screen.
So what do we mean by Data Visibility? Data visibility defines the data a user normally works with. It enhances ease of use by presenting the most relevant data for each user. Here are some of the things you can do with Abel’s data visibility settings:
- If you have multiple companies or branches in your organization structure, you can define which companies or branches each user works with.
- You can filter which group of clients a particular account manager works with.
- You can give restricted “self-service” access to your Customers and Suppliers so they can view their own data without seeing anybody else’s.
- You can filter a user’s data by employee, team, region or a combination of these.
In this example, employee Fred Smith’s view is filtered for documents that are for the Sydney office AND have himself as the Sales Employee. If Region was specified, Fred’s view would be filtered by Region as well. Of course he can only access screens that are defined in his functional security.
Using the Data Visibility settings is optional – if you have a simpler operation you may find that Functional Security is enough for you, in which case you simply set everyone’s data visibility settings to Global (which is the default). Global means they will see all available data within the screens defined in their functional security.
Well that was a quick look at two of Abel’s features for screen security and data filtering. Abel also has other features for securing elements like Reports, Buttons, Attachments etc and for controlling user’s access in a multi-database implementation of Abel. But that’s another story, you’ll find a quick summary on our Inter-Database Navigation page.
To find out more about Abel’s functionality and how it can help your business, please contact your Abel Consultant or an Abel Distributor.
Until next time.