Sage 2015 Security Software User Manual

From the Options menu, click Enable Security.

Users.

button.

Security 2015 will open the “Users” window, displaying the list of users.

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Security 2015 Importing users

Figure 5: The "Users" window

6. Highlight the user, “Administrator”, and click

Clear Pwd.

7. On the "Attention window, click

Yes.

Security 2015 will indicate that the Administrator password has been cleared.

8. Click OK to confirm the clearing.

The next person who logs in as Administrator will be required to set the new password.

It is possible to add other users to the Administrator group and to give other user groups the same permissions as the Administrator group. For security reasons you may prefer to restrict

Security 2015 configuration permissions to the Administrator user. If you do this, and forget the

Administrator user password, you will have to get a temporary password from HandiSoft to access Security 2015 to configure users and groups.

Importing users

If you have been using HandiSoft programs before installing Security 2015, there should be a list of user names already recorded. When you run Security 2015 for the first time it will detect these existing user names and ask you if you want to import them into the Security 2015

Security tables.

To import existing users:

1. Click

Yes to the message.

Security 2015 will open the “Selection Form” window.

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Chapter 2. Installing and configuring Security 2015 Security 2015

Figure 6: The "Selection Form" window

The “Selection Form” window lists all your existing HandiSoft program users. Next to each user name is a check box for you to select the users to be imported. When you open the

“Selection Form” window, all the user name check boxes will be selected.

 Clicking the button at the top of the “Selection Form” window clears all the user name check boxes.

 Clicking the button at the top of the “Selection Form” window, selects all the user name check boxes.



Clicking the Change Case button causes the user names to cycle between all lower case, initial capitals and all capitals.

2. Clear the check box next to users that you do not want to import.

3. Click Change Case until the user names are displayed with the required capitalisation.

4. Click Import to import the selected user names.

After importing the users, you will need to assign them to groups before they will be able to run any HandiSoft module. For information on setting up user groups and assigning users to them, refer to Chapter 4,"Maintaining groups"

Enabling and disabling security

Security 2015 allows you to enable and disable security. If security is enabled, users will have to log into the HandiSoft programs with their user names and valid passwords. They will also only be able to perform functions for which their group has had permissions set for in Security

2015. This may not be desirable while you are initially setting up groups because affected users will not be able to perform tasks with the HandiSoft programs during the process. You could rather keep security disabled while you are setting up the users and groups, and then only enable security on completion. When security is disabled, users can run the HandiSoft programs as they did before Security 2015 was installed.

Caution: Use the Enable/Disable Security function with care, as it could compromise your data security.

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Security 2015 Enabling and disabling event logging

Enabling security

To enable security after it has been disabled.



 Click the Enable Security button on the toolbar.

Security 2015 will display "Security Enabled" on the top right of the main window to indicate that security is enabled.

Disabling security

To disable security after it has been enabled.

Options

Disable Security or click the Disable Security on the toolbar.

2. Answer Yes to the "Attention" window to confirm the disabling.

button

Security 2015 will display "Security Disabled" on the top right of the main window to indicate that security is disabled.

Enabling and disabling event logging

By default, Security 2015 writes all actions performed by the users on the HandiSoft programs to an event log file.

You can enable and disable event logging as follows:



Options

Write To Log.

Figure 7: Options menu showing event logging enabled

A tick next to the Write To Log menu item indicates that event logging is enabled.

For information on event logging, see Chapter 6, The Event Log Viewer.

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Chapter 2. Installing and configuring Security 2015 Security 2015

Changing colours

Individual users can customise Security 2015’s appearance to suit their requirements. Since these settings are user-specific, they have to be configured by each user.

For information on customising colours, please refer to the "Advanced Features 2015" manual.

Configuring the Download Manager

Security 2015 is able to check for and download updates to the HandiSoft modules over the

Internet. The “Download Setup” window enables you to configure your computer system for detecting and downloading the updates.

Configuring the download settings

The following procedure shows you how to configure Security 2015 for connecting to the

HandiSoft Internet site and downloading program updates. The information required is of a technical nature, and someone who is experienced in setting up and maintaining computer networks should do this configuration.

To configure the download settings:

Options

Download Manager.

Security 2015 will display the “Download Setup” window.

Figure 8: The "Download Setup" window

2. Enter the correct download settings.

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

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Chapter 3. Maintaining users

Consider the different levels of authority held by employees in your practice, and the access these employees have to the information contained within the HandiSoft suite. Some areas may be sensitive and require confidentiality, and it is often not appropriate to allow viewing and maintenance by all staff.

Security 2015 allows you to nominate which users can access each program, along with the data they are able to access and the operations they can perform. You can also restrict access to clients.

You are able to give the users unique user names and passwords, and then assign them to specific user groups.

Operating the “Users” window

The Security 2015 “Users” window enables you to perform the following user administration functions:

 View the list of users with their associated user group.

 Edit users’ details, excluding their passwords.

 Clear users' passwords.

 Add new users.

 Delete users’ records.

 Import the options and macros from one user to another.

Opening the “Users” window:

 Click the Users button on the Security 2015 Access panel. Alternatively, from

the

File

Users.

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

Security 2015 will open the “Users” window.

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Chapter 3. Maintaining users Security 2015

Figure 9: The "Users" window

You can use the scroll bars or the up/down arrow users.

buttons to scroll through the list of

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

Importing existing users

If your firm has been using HandiSoft programs, there will already be a list of users in your database. Security 2015 enables you to selectively import these existing users so that you do not have to manually re-enter them.

To import existing users

Tools

names. See “ Importing existing users ” on page 28.

Import and then click Existing Users.

Security 2015 will open the “Selection Form” window.

Figure 10: The "Selection Form" window

The “Selection Form” window lists all your existing HandiSoft program users. Next to each user name is a check box for you to select the users to be imported. When you open the

“Selection Form” window, all the user name check boxes will be selected.

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Security 2015 Client permissions

 Clicking the button at the top of the “Selection Form” window clears all the user name check boxes.

 Clicking the button at the top of the “Selection Form” window, selects all the user name check boxes.

 Clicking the Change Case button causes the user names to cycle between all lower case, initial capitals and all capitals.

2. Select the check boxes next to users that you want to import.

3. Click Change Case until the user names are displayed with the required capitalisation.

4. Click Import to import the selected user names.

Client permissions

It may be necessary to restrict the access of individual users to specified clients. For this reason, you are able to set up a number of permissions, which you can then allocate to the users.

Setting up permissions

You can set up permissions that restrict access to specified clients.

To add a permission

1. 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.

Figure 11: The "Permissions" window

The “Permissions” window lists the existing permissions that you can allocate to users.

Tip: It may be easier to create a new permission by highlighting an existing permission and clicking Copy. You can then name and modify the copy as required.

2. Click New to add a permission. The “Permission Name” window will open for you to enter a name for the new permission.

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Chapter 3. Maintaining users

3. Click Save to open the “Client Permissions” window.

Security 2015

Figure 12: The "Client Permissions" window

Note: The Allowed Access Level fields and the Allowed Clients tab are only available on the

SQL version of Security 2015.

4. For SQL users, to apply an Access Level, do the following:

 Under Allowed Access Level, click Change. The “Permission Access Level” window will open.

Figure 13: The "Permission Access Level" window

 Select the required Access Level and Staff Member. Click Save and Close to return to the “Client Permissions” window.

Note: Clients may only be added to the Allowed Client List if an Access Level has been applied to the Permission

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Security 2015 Client permissions

5. To specify clients to which the user is denied or allowed access, select the

Denied Clients

or Allowed Clients (SQL version only) tab.

6. Click Add.

Security 2015 will open the “Clients” window that lists all the clients in your database.

7. On the “Clients” window, highlight the required client and click Select.

The client will be added to the selected list.

8. Click

Close to exit the “Client Permissions” window and return to the “Permissions” window.

To edit an existing permission

1. 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 edited and click Edit to open the “Client Permissions” window.

Note: The Allowed Access Level fields and the Allowed Clients tab are only available on the

SQL version of Security 2015.

3. Edit the permission as required.

4. Click Close to exit the “Client Permissions” window and return to the “Permissions” window.

Allocating permissions to users

You can allocate permissions to individual users when you add or edit their details on the “User

Details” window. You can also batch allocate permissions to a number of users.

1. 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, and click Users to open the “Permission User

Allocation” window.

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Chapter 3. Maintaining users Security 2015

Figure 14: The "Permission User Allocation" window

3. To allocate the permission to a user, under Available users, highlight the user and click

Add to move them to the Users Allocation Permission box.

4. To remove the permission from a user, under Users Allocation Permission, highlight the user and click Remove to move them to Available users the box.

5. To allocate the permission to all the users in a user group, click A dd Group. On the

“Permission Group Allocation” window, select the group and click

OK to return to the

“Permission User Allocation” window.

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

Adding a new user

You can establish new user names in Security 2015 as required by your practice. If you were using a HandiSoft program before installing Security 2015, you could use the existing user

To add a new user

1. On the “Users” window, click New. Alternatively, on the Tool bar, click the

Security 2015 will open the “User Details” window.

button.

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Security 2015 Editing an existing user

Figure 15: The "User Details" window

2. Enter the required information in the “User Details” window:

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

3. Click Save to add the new user to the database, or Cancel to discard the new user information.

4. If you want to add another user, click

New, enter the applicable details and click Save.

5. When you have finished adding the new users, click

Close to exit the “User Details” window.

The next step is to assign the users to user groups.

Editing an existing user

You are able to change the details of existing users.

To edit an existing user

1. On the “Users” window, highlight the user record to be edited.

2. Click

Edit.

Security 2015 will open the “User Details” window with the selected user’s details in the relevant fields.

Figure 16: The "User Details" edit window

3. Edit the “User Details” window fields as required.

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Chapter 3. Maintaining users Security 2015

4. Click Save to add the changes to the database, or Cancel to discard them.

5. If you want to edit another user, use the up/down and click Edit. Click Save after editing the user.

arrows to select the required user,

6. If you want to add new user, click New. Enter the relevant details, and click Save to save the new user.

7. When you have finished editing and adding users, click Close to exit the “User Details” window.

Resetting a user’s password

There will be times when it is necessary to change a user’s password, for example, where it has been compromised or forgotten. For security reasons, it is also advisable to periodically reset all users’ passwords.

Note: Users are not allowed to set the same password as they had previously.

To reset a user’s password

1. On the “Users” window, highlight the user record to be edited.

2. Click

Clear PWD.

3. On the "Attention" window, click

Yes.

Security 2015 will open a window indicating that the user's password has been cleared.

4. Click

OK to close the window.

Caution: Make sure the users set their new passwords as soon as possible; otherwise, you could compromise your security.

To set a new password

Users who have had their passwords reset will be presented with the "New Password" window when they next try to run a HandiSoft program.

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Security 2015 Deleting a user

Figure 17: The "New Password" window

The user must set a new password as follows:

1. In the “New Password” window, type the password in both the New password and Confirm

password fields.

Note: This password is case-sensitive.

2. Click OK to run the HandiSoft program.

Deleting a user

You will, at times, need to delete users from the database.

To delete a user

1. On the “Users” window, highlight the user record to be deleted.

2. On the “Users” window, click the Delete button.

3. Answer Yes to confirm the deletion.

Security 2015 will automatically remove the user from the group and delete the user record from the database.

Suspending a user

You can temporarily suspend a user from running the HandiSoft programs. You may want to do this as a precautionary measure if a staff member is away on vacation.

To suspend a user

1. On the “Users” window, highlight the user to be suspended.

2. Click Edit. The "User Details" window will open.

3. On the "User Details" window select the Suspended check box.

4. Click Save and then Close.

Security 2015 will suspend that user from running any HandiSoft program.

Importing options and macros

Consider the situation where you want to create a number of users that will perform similar tasks. Instead of having to set up options and keyboard macros for each individual user, you can use Security 2015 to import them from one user to another.

Example: Accounting firm, ABC Accounting, employs a new staff member to assist an existing user. The existing user might have spent some time setting options and creating macros in all

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Chapter 3. Maintaining users Security 2015

the HandiSoft programs that the company uses. When ABC Accounting creates the user record for the new staff member in Security 2015, they can import the options and keyboard macros for the HandiSoft programs from the existing user.

To import options and macros

1. On the “Users” window, highlight the user record to which the options and macros are to be imported.

2. On the “Users” window, click the

Import button.

Security 2015 will open the “User Options Import Selections” window.

Figure 18: The "User Options Import Selections" window

3. Enter the required information in the “User Options Import Selections” window:

4. Click Import to start the import process and exit the ”User Options Import Selections” window.

5. Click OK to the information message displayed.

Private clients lists

For each user, you can set up a list of clients that only that user can access. This prevents other users seeing sensitive client information.

Tip: It is also possible to set up denied clients lists for groups of users . See Chapter 4,

“Maintaining groups”.

To view a private clients list

1. On the “Users” window, highlight the user whose private clients list you want to view.

2. Click

Private Clients.

Security 2015 will open the “Private Clients for:” window, which lists the clients that only the highlighted user can access.

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Security 2015 Private clients lists

Figure 19: The "Private Clients for:" window

To add clients to the private list

1. On the “Private Clients for:” window, click Add.

Security 2015 will open the “Clients” window, which lists all the clients in your database.

Figure 20: The "Clients" window

2. You can select a single client or you can tag a number of clients for inclusion on the list.

 To select a single client, on the “Clients” window, highlight the required client and click

Select.

 To select a number of clients, highlight each client in turn and click Tag. The client entries will be displayed in bold to indicate that they have been tagged. When you have tagged all the required clients, click

Select.

Note: You cannot select clients who are already on another user’s private clients list.

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Chapter 3. Maintaining users Security 2015

The clients will be added to the “Private Clients for:” window. Those listed in bold have notes attached.

To remove clients from the private list

1. On the “Private Clients for:” window, highlight the client you want to remove. You can use the scroll bars or the up/down arrow buttons to scroll through the list.

2. Click Remove.

3. Click OK to the message to confirm the removal.

4. To delete all the clients from the list, click Remove All, and then Yes to the message to confirm the removals.

When you have finished adding or removing clients to and from the list, click Close to exit the

“Private Clients for:” window.

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Chapter 4. Maintaining groups

A user group is a collection of users who have the same permissions established in Security

2015. When you create a user group, you establish permissions that determine what operations members of that group are allowed to perform. For example, a data entry user group would have users who are only permitted access to the data entry function. They would not be able to view reports, or delete entries etc. Similarly, the senior partners user group would have no requirement for data entry.

User groups can also be set up so that members are denied access to specified clients' records.

The Groups window

The Security 2015 “ Groups ” 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 2015 Access panel, click the

Groups

from the

File

Groups.

button. Alternatively,

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

1. On the “ Groups ” window, click

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Chapter 4. Maintaining groups Security 2015

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 HandiSoft programs. Once you have created users within Security 2015, you can assign them to appropriate user groups.

To add a new user group

New.

Security 2015 will open the “Properties for:” window.

Figure 22: The "Properties for:" window

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

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Security 2015 Changing user group permissions

Field

Group

Comment

Apply to Programs

Description

Enter the name of the new user group.

Enter additional information about the user group.

Select the HandiSoft programs for which the user permissions are to be set. For each program that you select, Security 2015 will add a tab for you to set permissions.

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

As you click each program tab, Security 2015 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 2015 does not display a list of actions for a selected program, you might need to update the HandiSoft program to a version supported by Security 2015. If you have installed a supported version, you need to run it at least once for Security 2015 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.

Changing user group permissions

Security 2015 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 HandiSoft programs.

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Chapter 4. Maintaining groups

To edit a user group

Security 2015

1. Click the Groups button on the Security 2015 Access panel. Alternatively, from the File menu, click Groups.

1. On the Security 2015, “ Groups ” window, highlight the group for which you want to set

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

Edit.

Security 2015 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.

3. 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 HandiSoft programs for which the user permissions are to be set. For each program that you select, Security 2015 will add a tab for you to set permissions.

4. Click the tab for each 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.

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

permissions.

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

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Security 2015 Removing user groups

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 2015 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

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 2015 Access panel. Alternatively, from the

File menu, click Groups.

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

Delete.

3. Answer Yes to the message:

Renaming user groups

Security 2015 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 2015 Access panel, click the Groups button. Alternatively, from the

File menu, click Groups.

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

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

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Chapter 4. Maintaining groups Security 2015

Security 2015 will display the new name in the “Groups” window.

Copying user groups

Security 2015 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 2015 Access panel, click the Groups button. Alternatively, from the

File

Groups.

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

Copy.

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

OK.

Security 2015 will create a new group with the same settings as the selected group. The new group will not have any users assigned to it.

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

1. 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.

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Security 2015 Assigning users to groups

Figure 24: The "Permission User Allocation" window

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

4. 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.

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

To add and remove users to and from a user group

1. On the Security 2015 Access panel, click the Groups

from the

File

Groups.

button. Alternatively,

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Chapter 4. Maintaining groups Security 2015

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

Security 2015 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 2015 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 2015 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.

Exporting and importing groups

Security 2015 enables you to export selected HandiSoft program permission settings for specific groups, which can be used in another Security 2015 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.

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Security 2015 Exporting and importing groups

Security 2015 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.

Tools

Export, and then click Groups to File.

Security 2015 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 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 2015 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 2015

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 2015 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 2015 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.

Tools

Export, and then click Groups via Email.

Security 2015 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 2015 will open an email window with the compressed data file as an attachment.

To import group information

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

Tools

Import, and then click Groups. This will open a selection window

© HandiSoft Software Pty Ltd

Security 2015 Exporting and importing groups

Figure 28: The "Group Select" window

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

Open.

Security 2015 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 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 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.

5. Click Import to start the process.

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Chapter 4. Maintaining groups Security 2015

Security 2015 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 2015, the imported permission settings will overwrite those already there.

Permissions history

If you install an updated HandiSoft program, it may have new or replaced actions that can be performed. These will require you to change the groups’ permissions settings. To help you track what changes are necessary, Security 2015 provides a “Permissions Change History” report, which lists all the 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 2015, it will notify you of any permission changes since you last logged in.

If you click Yes, Security 2015 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".

© HandiSoft Software Pty Ltd

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 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 2015 Access panel, click the Activity Monitor

Alternatively, from the File menu, click Activity Monitor.

Security 2015 will display the “Activity Monitor” window.

button.

Figure 30: The "Activity Monitor" window

The Activity Monitor lists all the HandiSoft programs operating under Security 2015, and indicates the total number of users that are currently logged into each program.

Viewing the Activity Monitor information

The Activity Monitor also displays the names of all users currently logged into each HandiSoft program.

To expand and collapse all the programs in the list:

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Chapter 5. The Activity Monitor Security 2015

 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 2015 Activity Monitor to send notifications to users currently logged into all or specific 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 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 2015 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

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

 To send a notification to users who are logged into all the HandiSoft programs, highlight

“HandiSoft Programs” at the top of the tree.

 To send a notification to users who are logged into a specific 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 2015 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.

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.

© HandiSoft Software Pty Ltd

Security 2015 Notifying users and locking programs

Security 2015 will send a notification message to the relevant users.

Locking programs

Security 2015 provides the facility to lock all or selected 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 HandiSoft programs

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

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

 To lock a specific 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 HandiSoft programs

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

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

 To unlock a specific 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.

© HandiSoft Software Pty Ltd

Chapter 6. The Event Log Viewer

The Event Log Viewer monitors and tracks all the actions performed on the 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 2015 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:



Options

Security 2015 will open the “ Event Log Viewer ” window.

Write to Log.

The Event Log Viewer window

To access the “Event Log Viewer” window:

 On the Security 2015 Access panel, click the Log Viewer

Alternatively, from the File menu, click Log Viewer.

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 2015

 Click Programs to list all the 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 2015 writes all the log entries to a log file. If there are a number of users running the

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

1. On the “ Event Log Viewer ” window, click

Setup. Alternatively, from the Options menu click

Log Viewer.

Security 2015 will open the “Log Preferences” window.

Figure 33: The "Log Preferences" window

© HandiSoft Software Pty Ltd

Security 2015 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 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:

Options

1. On the left side of the “ Event Log Viewer ” window, click the

Write To Log.

To view log entries

Programs or Users tab to list your HandiSoft programs or your users.

2. On the left side of the “Event Log Viewer” window, click the user or 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 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 2015 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.

© HandiSoft Software Pty Ltd

Figure 34: The "Event Log Viewer" window

Chapter 6. The Event Log Viewer Security 2015

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

Time

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

User

Text

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

A brief description of the event.

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

1. In the “ Event Log Viewer ” window, select the 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 2015 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 2015.

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

Security 2015 Deleting log entries

Security 2015 will highlight the first event log that matches the search text.

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 2015 allows you to delete specific log entries that you may no longer require.

To delete event log entries

1. Open the “ Event Log Viewer ” window:

 On the Security 2015 Access panel, click the Log Viewer

 From the File menu, click Log Viewer.

2. On the “Event Log Viewer” window, click Purge.

Security 2015 will open the “Delete Log Records” window.

button; or

Figure 37: The "Delete Log Records" window

3. Under

Apply to, select the HandiSoft programs for which you want to delete the event records. To delete the records for all the programs, select the All programs check box; otherwise select the check boxes for the individual programs.

4. Under Delete, select whether you want to delete all the records or just those that are older than the specified number of days. Enter the number of days, if applicable.

5. Select the Rebuild Log table after delete to compact database option if you want Security

2015 to rebuild the event log table after deleting records.

After deleting records, the log table will be left with "gaps” where the records used to be.

The Rebuild Log table after delete to compact database option effectively closes those gaps resulting in a smaller event log file.

Chapter 6. The Event Log Viewer Security 2015

6. Click OK to confirm the deletions.

Security 2015 will close the “Delete Log Records” window and delete all the event log records that match the criteria you specified.

Chapter 7. The Download Manager

The HandiSoft programs are continuously being updated to provide enhanced facilities and to comply with any newly introduced regulations. These updates are made available for download on the HandiSoft Internet site,

www.sagehandisoft.com.au

The Security 2015 Download Manager checks whether there are software updates available and provides the facility for you to download them.

Configuring the Download Manager

Security 2015 has to be configured correctly to access the HandiSoft suite via the Internet. If your computer system is connected to the Internet via a SOCKS proxy server, Security 2015 must be set up with the server name and authorisations. It also needs to know where to store the downloaded update files locally. All these settings are done via the Download Manager

Setup button.

For more information on configuring the download settings, please refer to " Installing and

Configuring Security 2015 ".

Checking for software version updates

You can use the Security 2015 Download Manager to check for software updates at the

HandiSoft Internet site.

To check for software updates

1. On the Security 2015 Access panel, click the

Download Manager

Alternatively, from the

Tools

1. From the Reports menu, click

Download Manager.

Security 2015 will ask if you want check for software updates.

button.

2. Click Yes if you want Security 2015 to check for updates immediately.

3. If you want to check for software updates from within the “Download Manager” window, click

Check Updates.

Security 2015 will open the “Check for Downloads” window that displays the progress while it is retrieving the update information over the Internet.

Chapter 7. The Download Manager Security 2015

Figure 38: The "Check for Downloads" window

Under Progress, the “Check for downloads” window shows the completed steps. These are:

 Connecting to the HandiSoft FTP server

 Authorising

 Retrieving software update information



Identifying new modules for your configuration.

The lower part of the “Check for Downloads” window displays a log of the checking process.

You can choose whether this is displayed or not.

 To show the log entries, click the button.

 To hide the log entries, click the button.

Tip: If Security 2015 has problems accessing the HandiSoft site, check that your computer is physically connected to the Internet. Also, ensure that your connection is correctly configured via the

Setup button. If you are in any doubt, contact the person responsible for your network administration.

When Security 2015 has completed the check for downloads, it displays the results in the

“Download Manager” window.

Figure 39: The "Download Manager" window

The “Download Manager” window comprises two panes. The lower pane displays file download progress information, while the upper pane displays information on the available updates:

Security 2015 Downloading software upgrades

Status information

The Status column on the “Download Manager” window can display the following information:

Not licensed

You do not have a license for this program; therefore, the update is not available for download.

Single file installation

This download consists of only one update file. Security 2015 will automatically select downloads with this status if their versions are later than those of the currently installed programs, and the download has not yet been performed.

Multiple diskette installation

This download consists of several files with sizes to fit onto 1.44MB floppy disks.

Download incomplete or corrupt

Files previously downloaded are not complete or there was an error during the download.

Security 2015 automatically selects downloads with this status so that they can be downloaded again.

Not downloaded

The update files for this program have not yet been downloaded.

Already installed

The currently installed version of the program is the same as the update version. No download is required.

Ready to install

The currently installed version is earlier than the update version and the update files have already been downloaded.

Download recommended

The currently installed version is earlier than the update version and the update files have not yet been downloaded. Security 2015 displays this status for single file or corrupted downloads. These are automatically selected for download.

Downloading software upgrades

The Security 2015 Download Manager provides an easy way to download software upgrades.

It connects to the HandiSoft Web site and facilitates the download using the File Transfer

Protocol (FTP).

To download software upgrades

1. On the “Download Manager” window, select the check boxes for the updates to be downloaded.

2. Click Download.

Security 2015 will connect to the HandiSoft FTP site and commence the file transfer from the HandiSoft FTP site to the local directory that was specified via the Setup button.

The lower pane of the “Download Manager” window will display the progress of the downloads.

Chapter 7. The Download Manager Security 2015

Tip: You can get a more detailed progress display by clicking Setup, and selecting the Detailed log check box on the “Download Setup” window.

At the end of the file transfer, Security 2015 will indicate a successful download.

3. Select the Open download folder check box if you want to open the directory where the files have been downloaded.

4. Click OK.

To install the upgrades

1. Make sure that no users are currently running the HandiSoft program to be updated. You can use the Activity Monitor for this.

2. If it is not already open, go to the download directory, set in the "Download Setup" window, and run the files that were downloaded.

For information on the "Download Setup" window, refer to Chapter 2, "Installing and configuring Security 2015".

3. Follow the on-screen installation instructions.

Chapter 8. Generating reports

Security 2015 has a report generator that enables you to generate reports from the following areas:

 Users

 Groups and permissions

 Permissions history

 Logs

Generating user and group reports

The Security 2015 report generator can generate a number of reports on users, groups and their respective permission settings. The following reports are available:

Users List

Lists all the users and the group to which each one is assigned.

Program

Permissions

Change History

Lists all the licensed HandiSoft programs with their respective action permissions.

Lists all changes to the HandiSoft program action permissions since the change history was last cleared.

Lists the members of selected groups.

Groups by

Users

Groups by

Programs

Lists the HandiSoft programs that members of selected groups are allowed to run.

Denied Clients

Displays the Denied Clients lists for selected groups.

Combined

Groups

Lists the members, HandiSoft programs and

Denied Clients for selected groups.

Groups by

Permissions

Lists the HandiSoft programs’ permission settings for selected groups.

Chapter 8. Generating reports Security 2015

Users List report

The “Users List” report lists all the users and the groups to which each one is assigned.

To produce a “Users List” report:

Users.

Security 2015 will open the “Report Preview” window displaying the generated “Users List

Report”.

The “Users List Report” is in a table format with the following columns:

User ID

The login name of the user.

User Name

The full name of the user.

Member of

Last Login date and time

The groups to which the user belongs.

The date and time of the last time User logged into HandiSoft Product.

2. If you want to print the report, click Print on the “Report Preview” window.

3. Click Close to exit the “Report Preview” window.

Program Permissions report

The “Program Permissions” report lists all the licensed HandiSoft programs with their associated unique permissions. The report includes a “Common Permissions” list with permissions that are common to all the programs.

To produce a “Program Permissions” report:

Reports

Permissions and click All Current.

Security 2015 will open the “Report Preview” window displaying the generated “Program

Permissions Report”.

The “Program Permissions Report” provides a table with the following columns:

Program

The HandiSoft programs registered to Security

2015.

Description

The list of actions applicable to each program for which permissions can be set. The

“Common Permissions” list shows permissions common to all the programs.

2. If you want to print the report, click Print on the “Report Preview” window.

3. Click Close to exit the “Report Preview” window.

Security 2015 Generating user and group reports

Permission Change History report

1. From the Reports menu, point to Permissions and click Change History.

2. Security 2015 will display the “Permissions Change History” report in the “Report Preview” window.

The “Permissions Change History” is in a table format with the following columns:

Date Changed

The date Security 2015 detected a change in the actions. This could be when a new version of a HandiSoft program is run for the first time, and registered its actions with

Security 2015. It could also be due to a filing cabinet, drawer or folder being added to or removed from the Document Manager.

Program

Permission

The HandiSoft program that has changed.

The actions that have been added or removed. If actions have been added, you will have to update the groups’ permission settings to include them.

Status

This can be either “Removed” or “Added”, indicating whether the action has been added or removed.

3. If you want to print the report, click Print on the “Report Preview” window.

4. Click Close to exit the “Report Preview” window.

Security 2015 will ask you if you want to clear the permission change history records.

5. Click

Yes if you want to clear the list of changes.

Tip: If you clear the permission change history records after making the necessary modifications to the groups, it will be easier to track any new changes.

Chapter 8. Generating reports

Groups by Users report

The “Groups by Users” report lists selected groups with their assigned members.

To produce a “Groups by Users” report:

Reports

Groups and click Users.

Security 2015 will open the “Report Groups Selection” window.

Security 2015

Figure 41: The "Report Groups Selection" window

The “Report Groups Selection” window displays all the user groups with check boxes for selection.

 Clicking the button above the groups list selects all the group check boxes.

 Clicking the button above the groups list clears all the group check boxes.

2. On the “Report Groups Selection” window, select the groups for which you want to run the report.

3. Click OK.

Security 2015 will open the “Report Preview” window displaying the generated “Groups

Report - by Users” report.

The “Groups Report - by Users” report is in a table format with the following columns:

Group

The groups selected in the “Report Groups

Selection” window.

Users

The users who are members of the respective groups.

4. If you want to print the report, click Print on the “Report Preview” window.

5. Click Close to exit the “Report Preview” window.

Security 2015 Generating user and group reports

Groups by Programs report

The “Groups by Programs” report lists the HandiSoft programs that members of selected groups are allowed to run.

To produce a “Groups by Programs” report:

Reports

Groups and click Programs.

Security 2015 will open the “Report Groups Selection” window.

2. On the “Report Groups Selection” window, select the groups for which you want to run the report.

3. Click OK.

Security 2015 will open the “Report Preview” window displaying the generated “Groups

Report - by Programs” report.

The “Groups Report - by Programs” report is in a table format with the following columns:

Group

Programs

The groups selected in the “Report Groups

Selection” window.

The HandiSoft programs for which the respective group has permissions set.

4. If you want to print the report, click Print on the “Report Preview” window.

5. Click Close to exit the “Report Preview” window.

Denied Clients by permission report

The “Denied Clients by Permission” report displays the Denied Clients list for all Client

Permissions that have been set up.

To produce a “Denied Clients by Permission” report:

1. From the Reports menu, point to Permissions and click Denied Clients.

Security 2015 will open the “Report Preview” window displaying the generated “Denied

Clients by Permission” report.

2. On the “Report Groups Selection” window, select the groups for which you want to run the report.

The “Denied Clients - byPermission” report is in a table format with the following columns:

Permission

The name of the Client Permission.

Denied Clients

The Denied Clients list for the associated

Permission.

3. If you want to print the report, click

Print on the “Report Preview” window.

4. Click

Close to exit the “Report Preview” window.

Combined Groups report

The Combined Groups report combines the previously described Groups by Users and Groups by Programs reports to provide all their information in a single report.

To produce a “Combined Groups” report:

Reports

Groups and click Combined.

Security 2015 will open the “Report Groups Selection” window.

2. On the “Report Groups Selection” window, select the groups for which you want to run the

“Combined Groups” report.

3. Click OK.

Chapter 8. Generating reports Security 2015

Security 2015 will open the “Report Preview” window displaying the generated “Combined

Groups” report.

The “Combined Groups” report is in table form with the following columns:

Group

The groups selected in the “Report Groups

Selection” window.

Programs

The HandiSoft programs for which the respective group has permissions.

Users

The users who are members of the respective group.

4. If you want to print the report, click Print on the “Report Preview” window.

5. Click

Close to exit the “Report Preview” window.

Groups by Permissions report

The “Groups by Permissions” report lists all the permissions that have been granted to members of selected groups.

To produce a “Groups by Permissions” report:

Reports

Groups and click Access.

Security 2015 will open the “Report Groups Selection” window.

2. On the “Report Groups Selection” window, select the groups for which you want to run the report.

3. Click OK.

Security 2015 will open the “Report Preview” window displaying the generated report

“Groups Report - by Permissions”.

The “Groups Report - by Permissions” report provides a table with the following columns:

Program

The HandiSoft programs for which the respective group has permissions set.

Permission

Access Granted

(User Groups)

The list of permissions applicable to that program.

The selected user groups will be listed across the page. For each user group, an entry of

“Yes” indicates that the group is permitted to perform the associated action.

4. If you want to print the report, click Print on the “Report Preview” window.

5. Click Close to exit the “Report Preview” window.

Security 2015 Generating Log reports

Generating Log reports

The Security 2015 report generator can produce event message log reports using filter criteria that you specify.

To produce an event message report

Reports

Options table - This table holds the user options that are set via the

Logs.

Security 2015 will open the “Log Report” window.

Figure 42: The "Log Report" window

2. On the “Log Report” window, enter the criteria for generating the report.

Tip: To generate a report that contains all the event log messages in the database, select All programs, and leave the other fields blank.

3. Click Run to generate the report.

Security 2015 will open the “Report Preview” window displaying the generated report.

4. If you want to print the report, click

Print on the “Report Preview” window.

5. Click

Close to exit the “Report Preview” window.

6. If you have finished generating reports, click close to exit the “Log report” window.

Operating the “Report Preview” window

Reports that you generate in Security 2015 are displayed in the “Report Preview” window.

From this window, you can perform a number of tasks, including:

 Export the report to Microsoft Word™, Microsoft Excel™ HTML or PDF.

 Open report as PDF.

 Email the report.

 Print the report in either a text or an ASCII format.

 Perform a Find and Replace of text.

 View the report in graphical, ASCII or HTML formats.

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

Alternatively, you can choose the Open as PDF option on the File menu.

Chapter 9. Maintaining data

Security 2015 has data maintenance utilities for rebuilding the database. With these, you can often fix a database that has become slow or impossible to access.

Security 2015 data tables

Security 2015 accesses data tables to store and retrieve the different configuration settings.

These tables are:



Security tables- These tables hold information on the users and user groups with their associated permissions. This includes user names and passwords.

 Log table - This table stores every event that occurs in a HandiSoft program. Users access the table via the Security 2015 Log Viewer function. You can set the maximum size of this table.



Options

menu.

Rebuild the databases

A database rebuild attempts to restore integrity to corrupted Security 2015 data files. It reads all the data in your existing data files, validates each data field, and then writes the data to new data files.

When performing a rebuild in Security 2015, you are able to rebuild the following items:

Rebuild Option Files Rebuilt

Security Tables

Log Table

Options Table

\Hsoft\Data\Security.dat

\Hsoft\Data\HsLog.dat

\Hsoft\Data\Options.dat

If any error messages result when doing the rebuild, please contact our software support section for advice and assistance. Write down the message word for word. In order for our

Support Section to provide assistance, we will need to know its exact content.

To rebuild the database

1. Check that no users are currently running the HandiSoft programs. You can use the

Activity Monitor to do this.

2. From the Tools menu, point to Rebuild, and then, depending on the database table you want to rebuild, click Security Tables, Log Table or Options Table.

Security 2015 will display a message requesting you to confirm that all users have logged out of the HandiSoft programs.

Chapter 9. Maintaining data Security 2015

3. Click OK to continue the database rebuild.

TAPI information

Security 2015 can provide information on your TAPI (Telephony Application Program Interface) communication settings. This can be an important diagnostic tool for your network administrators or HandiSoft Support.

To view the TAPI information

1. From the Tools menu, click

TAPI Report

Security 2015 will open the “TAPI Information” window.

Figure 43: The "TAPI Information" window

The “TAPI Information” window displays information on your communication devices and modems.

2. Click Refresh to refresh the display with the latest information.

3. Click Email if you want to send the TAPI information to HandiSoft support as an Email message.

4. Click

Print, to print the TAPI report.

Note: TAPI is an abbreviation for Telephony Application Programming Interface, which is an interface for connecting a computer running Windows to telephone services. Microsoft and Intel introduced TAPI in 1993 as the result of joint development. The standard supports connections by individual computers as well as LAN connections serving many computers. Within each connection type, TAPI defines standards for simple call control and for manipulating call content.

Chapter 10. Additional tools

Security 2015 provides additional tools to assist users. These tools include a calculator, access to email facilities from within Security 2015 product and the ability to record keyboard macros.

The "History" window

If you press F11 while a Security 2015 data entry window is open, Security 2015 will display the

"History" window, which lists the data you have entered during the current session.

Figure 44: The "History" window

You can select an entry on the history list to be inserted into the field you are currently editing.

There are three ways of doing this

 Highlight the entry on the list and click Select.

 Type the number displayed in the Key column next to the required entry.

 Double-click the required entry on the list.

Using the calculator

HandiSoft provides a handy calculator within all of its products, including Security 2015.

You can access the calculator tool directly from within Security 2015 by using either the shortcut keys

Ctrl + F7, or through the

Tools

menu.

To access the calculator via the Tools menu



Tools

Calculator.

Chapter 10. Additional tools Security 2015

Figure 45: The "Calculator" window

Accessing Email

While using Security 2015, you may need to send an email. All HandiSoft products provide a useful link to your email program enabling direct, quick and easy access to send messages.

To send an email message from within Security 2015

