Sage Security 2016 Security Management Software User Manual

” window enables you to perform the following user group

administration functions:

 View the list of user groups.

 View the user group settings.

 Create new user groups.

 Edit the permissions for each user group.

 Add or remove users to or from the user groups.

 Delete user groups.

To open the “Groups” window

 On the Security 2016 Access panel, click the Groups from the File menu, click Groups.

button. Alternatively,

Tip: Clicking Groups from the File menu will open the "Groups" window in its own frame

Security 2016

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Chapter 4. Maintaining groups Security 2016

Figure 21: The "Groups" window

The “Groups” window lists the group names and comments in a table format. You can scroll through the list using the Windows scroll bars or the up/down arrow buttons.

Tip: For information on the "Groups" window, press F1 to display the online help.

Adding new user groups

User groups carry the permission information, which defines the different levels of access within specific Sage HandiSoft programs. Once you have created users within Security 2016, you can assign them to appropriate user groups.

To add a new user group

On the “

” window, click New.

Security 2016 will open the “Properties for:” window.

Figure 22: The "Properties for:" window

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Security 2016 Adding new user groups

On the “Properties for:” window, enter the user group information.

Field Description

Group

Comment

Apply to Programs

Enter the name of the new user group.

Enter additional information about the user group.

Select the Sage HandiSoft programs for which the user permissions are to be set. For each program that you select, Security 2016 will add a tab for you to set permissions.

3. Click the tab for each Sage HandiSoft program you selected and set the permissions by selecting the relevant action check box.

As you click each program tab, Security 2016 will display the actions unique to that program on that page. The Common Permissions page lists client related actions that are common to all the programs.

4. If necessary, click the buttons to resize the action list display area.

5. Select the check boxes for actions that the members of the group are allowed to perform.

Some of the actions are broken down into sub-actions.

 To select all the sub-actions, select the check box next to the main action.

 To select individual sub-actions, click on the + sign next to the action to expand the tree, and select the applicable sub-action check boxes.

For example, “Client”, in the Common Permissions" tab, has sub actions, “Delete”,

“Add”, “Edit” and “View”. If you want members of the group to be able to do all the

“Client” actions, select the check box next to “Client”. If you want the members to be able to only view the client records, click the + sign next to “Client” to expand it, and then select the check box next to “View”.

 Clicking the

button above the list of actions expands the tree branches to display all sub-actions.

 Clicking the

button above the list of actions collapses the tree branches to hide all sub-actions.

 Clicking the

button above the list of actions clears all the action check boxes.

 Clicking the

button above the list of actions, selects all the action check boxes.

Tip: If Security 2016 does not display a list of actions for a selected program, you might need to update the Sage HandiSoft program to a version supported by Security 2016. If you have installed a supported version, you need to run it at least once for Security 2016 to register applicable actions.

6. Click Apply to progressively save your changes and keep the “Properties for:” window open.

7. Click OK to save the new user group and exit the “Properties for:” window.

Use the same method to create additional user groups as required by your practice.

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Chapter 4. Maintaining groups Security 2016

Changing user group permissions

Security 2016 allows you to edit the permission settings for existing groups.

Note: You are not able to edit the Administrator group, which allows its members to perform every action on all licensed Sage HandiSoft programs.

To edit a user group

1. Click the Groups button on the Security 2016 Access panel. Alternatively, from the File menu, click Groups.

Security 2016

On the “Groups” window, highlight the group that you want to edit, and click Edit.

Security 2016 will open the “Properties for:” window displaying the settings for the user group you highlighted.

Figure 23: The "Properties for:" window

The group’s name appears on the window caption bar. In this example, the caption bar will display “Properties for: Accounts” because the “Accounts” group was highlighted.

On the “Properties for:” window, edit the user group information as required.

Field Description

Comment

Apply to Programs

Enter additional information about the user group.

Select the Sage HandiSoft programs for which the user permissions are to be set. For each program that you select, Security 2016 will add a tab for you to set permissions.

4. Click the tab for each Sage HandiSoft program you selected and set the permissions by selecting the relevant action check box.

5. Click OK to save the changes to the user group settings and exit the “Properties for:” window.

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Security 2016 Removing user groups

Document Manager permissions

The Document Manager permission settings include the filing cabinets, drawers, folders and sub-folders that groups are allowed to access.

To set Document Manager permissions

1. On the Security 2016

, “

” window, highlight the group for which you want to set

permissions.

2. Click Edit to open the “Properties for:” window.

3. On the Properties for: window, select the Document Manager check box and click the

Document Manager tab.

4. Expand the entries and select the check boxes next to the cabinets, drawers, folders and sub-folders for which access permission is to be granted.

5. Click OK to accept the permission settings and close the "Properties for:" window.

Removing user groups

Security 2016 allows you to remove user groups when they are no longer required. Users assigned to groups that are deleted are automatically made available for reassignment to new groups.

Note: Users who were members of deleted user groups will not be able to access any of the

Sage HandiSoft programs until they are reassigned to new groups.

Note: You are not able to delete the Administrator group.

To delete a user group

1. Click the Groups button on the Security 2016 Access panel. Alternatively, from the File menu, click Groups.

On the “

” window, highlight the group that you want to delete, and click Delete.

3. Answer Yes to the message:

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Chapter 4. Maintaining groups Security 2016

Renaming user groups

Security 2016 allows you to change the name of a user group without affecting its permission or membership settings. This can be useful if, for example, a department has changed names and you would like the name of the group to reflect this change.

Note: You are not able to change the name of the Administrator group.

To rename a user group

1. On the Security 2016 Access panel, click the Groups from the File menu, click Groups.

button. Alternatively,

Security 2016

On the “Groups” window, highlight the group that you want to rename, and click Rename.

Enter the new name of the group in the “Rename Group…” box that appears, and click OK.

Security 2016 will display the new name in the “Groups” window.

Copying user groups

Security 2016 allows you to create a new user group by copying all the permission settings from an existing group. It does not copy the members to the new group because users cannot be members of more than one group.

To copy a user group

1. On the Security 2016 Access panel, click the Groups from the File menu, click Groups.

Security 2016

button. Alternatively,

On the “Groups” window, highlight the group with the settings that you want to copy to a new group, and click Copy.

Enter the name of the new group in the “Copy Group….” box that appears, and click OK.

Security 2016 will create a new group with the same settings as the selected group. The new group will not have any users assigned to it.

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Security 2016 Maintaining the denied or allowed client list

Maintaining the denied or allowed client list

To enable users to belong to more than one group, client access permissions are now allocated to individual users. See Chapter 3, Maintaining Users.

The following procedure describes how you can allocate a client permission to a user group

Do any of the following to open the “Permissions” window.

 Press F6.

 On the Access Panel, click the Permissions icon.

 From the File menu, click Permissions.

2. Highlight the permission to be allocated to a group, and click Users to open the “Permission

User Allocation

” window.

Figure 24: The "Permission User Allocation" window

3. To allocate the permission to all the users in a user group, click Add Group.

On the “Permission Group Allocation” window, select the group and click OK to return to the

“Permission User Allocation” window.

5. Click OK to save your allocations and close the “Permission User Allocation” window.

Assigning users to groups

Once you have created users and user groups with their permissions, the next task is to add the users to the groups. You can either allocate users to groups individually via the "User Details" window, or you can allocate them as a group.

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Chapter 4. Maintaining groups

Note: A user may belong to more than one group.

To add and remove users to and from a user group

Security 2016

1. On the Security 2016 Access panel, click the Groups from the File menu, click Groups.

Security 2016

button. Alternatively,

On the “Groups” window, highlight the group to or from which you want to add or remove users, and click Members.

Security 2016 will open the “Members of:” window.

Figure 25: The "Members of:" window

The selected group’s name appears on the window caption bar. In this example the caption bar will display “Members of: Accounts” because the “Accounts” group has been selected.

The Members area on the left lists all the existing members of the group. The Available

users area on the right lists users who have not been assigned to the group, and are thus available for selection.

3. To add a user to the group; under Available users, highlight the user to be added to the group, and click Add.

Security 2016 will remove the highlighted user name from the Available users list and add it to the Members list.

4. To remove a user from the group; under Members, highlight the user to be removed from the group, and click Remove.

Security 2016 will remove the selected user name from the Members list and add it to the

Available users list.

5. To add or remove more users, repeat the previous steps.

6. When you have finished adding or removing users, click OK to confirm the changes and close the “Members of:” window. To close the window without saving the changes, click

Cancel.

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Security 2016 Exporting and importing groups

Exporting and importing groups

Security 2016 enables you to export selected Sage HandiSoft program permission settings for specific groups, which can be used in another Security 2016 installation. This could be useful, for example, where you have a number of business premises where you would like the same groups to be set up. You would set up the groups at one location and then export the permission settings to be used in the other locations.

You can export the group information to a file, or you can choose to send it as an email attachment.

Security 2016 also provides a facility for you to import group permission settings for selected programs.

Note: The group data exported does not include membership information.

To export group information to file

This section describes the procedure to export selected group information to a data file, which can then be compressed to a ZIP file.

1. From the Tools menu, point to Export, and then click Groups to File.

Security 2016 will open the “Group Export Selection” window, which lists all the groups that can be exported.

Figure 26: The "Group Export Selection" window

2. Select the check boxes next to the groups you want to export.

3. If you want to only export permission settings for some of the Sage HandiSoft programs attached to a group, click the '+' sign next to the group and select the check boxes next to the required programs.

 Clicking the

button above the list of groups clears all the check boxes.

 Clicking the

button above the list of groups, selects all the check boxes.

4. Click Export. Security 2016 will open the “Browse for folder” window for you to specify the directory where the export file is to be created.

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Chapter 4. Maintaining groups Security 2016

Figure 27: The "Browse for Folder" window

5. Select the directory and click OK to start the export process.

On completion of the export, Security 2016 will ask you if you want to create a compressed

ZIP file with the export data.

6. Click Yes if you want to create a compressed ZIP file.

Security 2016 will create a .dat file and an optional .zip file with the exported group data.

To export group information via e-mail

This section describes the procedure to export selected group information as an email attachment.

1. From the Tools menu, point to Export, and then click Groups via Email.

Security 2016 will open the “Group Export Selection” window, which lists all the groups that can be exported.

2. Select the check boxes next to the groups you want to export.

3. Click Export to start the process.

Security 2016 will open an email window with the compressed data file as an attachment.

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Security 2016 Exporting and importing groups

To import group information

This section describes how you would import group information from a file.

1. From the Tools menu, point to Import, and then click Groups. This will open a selection window

Figure 28: The "Group Select" window

2. Select the .dat or .zip file containing the required group information and click Open.

Security 2016 will open the "Group Import Selection" window.

Figure 29: The "Group Import Selection" window

The "Group Import Selection" window lists all the groups in the import file with their associated Sage HandiSoft programs.

3. Select the check boxes next to the groups you want to import.

4. If you want to only import permission settings for some of the Sage HandiSoft programs attached to a group, click the '+' sign next to the group and select the check boxes next to the required programs.

 Clicking the

button above the list of groups clears all the check boxes.

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Chapter 4. Maintaining groups Security 2016

 Clicking the

button above the list of groups, selects all the check boxes.

5. Click Import to start the process.

Security 2016 will import the permission settings for the selected groups and programs. If a group with the same name as that being imported already exists in Security 2016, the imported permission settings will overwrite those already there.

Permissions history

If you install an updated Sage HandiSoft program, it may have new or replaced actions that can be performed. These will require y ou to change the groups’ permissions settings. To help you track what changes are necessary, Security 2016 provides a “Permissions Change History” report, which lists all the Sage HandiSoft program action changes that have occurred since the report was last cleared. You can use this information to modify the groups’ permission settings, and then you can clear it so that it will show any new changes.

Caution:

If you do not modify the groups’ permission settings, the users will not be able to perform any of the added actions.

When you log into Security 2016, it will notify you of any permission changes since you last logged in.

If you click Yes, Security 2016 will display the “Permissions Change History” report in the

“Report Preview” window.

You can also open the “Permissions Change History” report via the Reports menu. For more information on reports, refer to Chapter 8, "Generating reports".

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Chapter 5. The Activity Monitor

The Activity Monitor is a tool that a system administrator can use to determine what users are currently logged into the Sage HandiSoft programs.

This can be useful for example when the administrator needs to complete an upgrade of the software. All users would need to be logged out of the programs to be upgraded in order for the administrator to load the upgrade.

Using the Activity Monitor, the administrator is able to instantly determine which users are logged into which program, and can then notify those people specifically to log out before doing the upgrade. The administrator can then also lock the program to prevent other users from running it.

Operating the Activity Monitor

To access the Activity Monitor

 On the Security 2016 Access panel, click the Activity Monitor

Alternatively, from the File menu, click Activity Monitor.

Security 2016 will display the “Activity Monitor” window.

button.

Figure 30: The "Activity Monitor" window

The Activity Monitor lists all the Sage HandiSoft programs operating under Security 2016, and indicates the total number of users that are currently logged into each program.

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Chapter 5. The Activity Monitor Security 2016

Viewing the Activity Monitor information

The Activity Monitor also displays the names of all users currently logged into each Sage

HandiSoft program.

To expand and collapse all the programs in the list:

 Click the button at the bottom right of the “Activity Monitor” window.

The Activity Monitor window will expand the programs, listing the users that are currently running them.

 To return the window to its previous state, you can hide the user entries by clicking the button at the bottom right of the “Activity Monitor” window.

The programs can be expanded or collapsed individually by clicking on the arrowhead directly to the left of the program.

You can use the Security 2016 Activity Monitor to send notifications to users currently logged into all or specific Sage HandiSoft programs. You can even set a time for the selected programs to be shut down.

Example: A system administrator needs to shut down a Sage HandiSoft program to install an upgrade. Instead of having to go to each user who is logged into that program, the system administrator can use Security 2016 to send them a notification and set a time for the program to be shut down. The administrator can lock the program to prevent other users logging in.

Notifying users and locking programs

To send a notification

On the “Activity Monitor” window, highlight the Sage HandiSoft program for which you want send the notification.

 To send a notification to users who are logged into all the Sage HandiSoft programs, highlight “HandiSoft Programs” at the top of the tree.

 To send a notification to users who are logged into a specific Sage HandiSoft program, highlight the program. For example, to send a notification to users logged into

HandiTax, highlight “HandiTax”.

2. Right-click on the highlighted program and Click

Notify…. Alternatively, click the Notify button. Security 2016 will open the “Program Notification” window.

Figure 31: The " Program Notification" window

3. Under

Notification message for…, type in the notification message. For example “Please exit HandiLedger for it to be upgraded.”

4. If you want to specify a time for the program to be shut down, select the Program close

required after check box. Select in the time delay before the program is to close down.

Alternatively, in the or at field, type in the time when the program is to be shut down.

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Security 2016 Notifying users and locking programs

Note: This does not actually shut down the program, It is only informing users when the program is required to be shut down.

5. Click Send to send the notification and close the window.

Security 2016 will send a notification message to the relevant users.

Locking programs

Security 2016 provides the facility to lock all or selected Sage HandiSoft programs. When a program is locked, it does not affect the users who are currently logged in, but it prevents any further users from logging in.

Example: You want to install a new version of HandiLedger and you require all users to be logged out. To do this, you would send a notification to those currently logged into

HandiLedger. To prevent any new users from running HandiLedger, you would also lock it.

To lock Sage HandiSoft programs

On the “Activity Monitor” window, highlight the Sage HandiSoft program to be locked.

 To lock all the Sage HandiSoft programs, highlight “HandiSoft Programs” at the top of the tree.

 To lock a specific Sage HandiSoft program, highlight the program.

2. Right-click on the highlighted program and Click

Lock…. Alternatively, click the Lock button.

The icon next to the selected program will change, indicating that it is locked.

To unlock Sage HandiSoft programs

On the “Activity Monitor” window, highlight the Sage HandiSoft program to be unlocked.

 To unlock all the Sage HandiSoft programs, highlight “HandiSoft Programs” at the top of the tree.

 To unlock a specific Sage HandiSoft program, highlight the program.

2. Right-click on the highlighted program and Click

Unlock…. Alternatively, click the Lock button.

The icon next to the selected program will change, indicating that it is unlocked.

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Chapter 6. The Event Log Viewer

The Event Log Viewer monitors and tracks all the actions performed on the Sage HandiSoft programs by the different users. It not only lists all the actions but also identifies the users who performed them, and at what date and time. Security 2016 writes this information to a log file so that you can also view historical logs.

The Event Log Viewer thus enables you to determine which user was responsible for performing certain actions. It could also help you identify areas where more training is required.

You can view the logs by programs or by users.

Tip: If you do not require event logging, you can disable it by clicking Write to Log from the

Options Menu.

Enabling event logging

If event logging has been disabled, you can enable it as follows:

 From the Options menu, click Write to Log.

The Event Log Viewer window

To access the “Event Log Viewer” window:

 On the Security 2016 Access panel, click the Log Viewer

Alternatively, from the File menu, click Log Viewer.

Security 2016

button.

Figure 32: The "Event Log Viewer" window

The “Event Log Viewer” window comprises two panes.

 The left pane has two tabs:

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Chapter 6. The Event Log Viewer Security 2016

 Click Programs to list all the Sage HandiSoft programs in a tree format. The individual program entries can be expanded and collapsed to select a date for the event log messages.

 Click Users to list all your users in a tree format. The individual user entries can be expanded and collapsed to select a date for the event log messages.

 The right pane displays, in tabular form, the event log information for the program or user and date selected in the left pane.

Tip: You can alter the size of the panes by clicking on the boundary between them and dragging it to the desired position.

Setting the log preferences

Security 2016 writes all the log entries to a log file. If there are a number of users running the

Sage HandiSoft programs, this file could get quite large. You can select from the following options to manage the file size.

 Log entries will not be automatically deleted.

 When the log file exceeds a specified size the oldest log entries will be automatically deleted.

 Log entries older than a specified time period will be automatically deleted.

To set the log file preferences

On the “

” window, click Setup. Alternatively, from the Options menu click

Log Viewer.

Security 2016 will op en the “Log Preferences” window.

Figure 33: The "Log Preferences" window

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Security 2016 Viewing log entries

2. Under Size limit, select how the size of the log file is to be managed:

 Select Manual purging of log data to disable automatic deletion of log entries. You

can delete the entries manually , as required.

 Select Limit log data to to enter a maximum size (in MBs) for the log file. If this is exceeded, the oldest log entries are automatically deleted.

To set the size to be smaller than the current log file size, you will have to first delete log entries.

 Select Purge logs older than to enter a time period. Log entries older than this are automatically deleted.

3. Click OK to save your selection and close the “Log Preferences” window.

Viewing log entries

You are able to view log entries for a selected user or Sage HandiSoft program on a specific year, month or day.

Tip: If no events have been logged, event logging may have been disabled. To enable event logging:

From the Options menu, click Write To Log.

To view log entries

On the left side of the “

” window, click the Programs or Users tab to list

your Sage HandiSoft programs or your users.

On the left side of the “Event Log Viewer” window, click the user or Sage HandiSoft program for which you want to view logged events. All the events for that user or program will be listed on the right side of the window.

3. To view the events for specific date, on the left side of the “Event Log Viewer” window, click the sign next to Sage HandiSoft program or user for which you want to view logged events.

4. When the program entry expands, you can click the year to view the entries for that year, or you can click the sign next to the year to specify a month or a day.

Security 2016 will display the log entries for the selected user or program, year, month or day in the right pane of the “Event Log Viewer” window.

Figure 34: The "Event Log Viewer" window

The “Event Log Viewer” displays the following event information:

Chapter 6. The Event Log Viewer Security 2016

Time

User

The exact time, to the second, that the event took place.

The name of the user that performed the action resulting in the event.

A brief description of the event.

Text

5. Use the window scroll bars or up/down arrow events.

buttons to scroll through the list of

6. To list more detailed event descriptions, click View to open the “Log Detail View” window.

7. Use the up/down arrow

Figure 35: The "Log Detail View" window

buttons to display the individual events from that day.

Finding a log entry

The “Event Log Viewer” allows you to search for event logs that contain specified text. You could, for example, use this to look for all the users who logged into a program on a certain day.

You would then search for event messages that have the text “login”.

To search for a log entry

In the “

” window, select the Sage HandiSoft program or user for which you

want to find specific events.

This will search through all the available event logs for that program or user. You can narrow down the search by expanding the user or program entry and selecting a year, month or day. You can also search through the logs for all the users or programs or by selecting the “Users” or “HandiSoft Programs” entry at the top of the tree.

2. Click Find.

Security 2016 will open the “Find In Log” window.

Figure 36: The "Find In Log" window

Under Find in, the window displays the extent of the search. This indicates that it will search through all the event logs for the Practice Manager

– Security on 15 January 2016.

3. In the Text field, enter the text to be searched for, and click OK.

Security 2016 will highlight the first event log that matches the search text.

Security 2016 Deleting log entries

4. Click the Find next occurrence button to find the next matching event log. Continue clicking the button to view all the matching logs.

Deleting log entries

Security 2016 allows you to delete specific log entries that you may no longer require.

To delete event log entries

Open the “