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Define and assign access levels to users

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Define and assign access levels to users

You can set the minimum user access level required to view and change screens and options within Inform ERP. When you set up the access levels for Master File Security, you can also configure permissions on options within the Customer, Product, and Vendor Master Files. For a definition of each access level option, you can hover your cursor over each Access Level in the Access Levels Master.

Once the access levels are defined, you can assign each user's individual access through the User Master.

If a user attempts to access or make changes to a screen that requires a higher access level, they will see the Protected Area pop-up, which prompts for a password of a user with an access level that is equal to or greater than the level required. Once this password is entered, the user will be granted access.

  1. Go to File > Company > Access Levels.

  2. Use the tabs or the Search button to find the access level category you want to change. For a definition of each access level option, you can hover your cursor over each Access Level in the Access Levels Master.
  3. Click Edit.
  4. Specify the access level at the user and/or the department level.
    • At the user level, type the access level from 1-99, with 99 being the most restrictive.
    • At the department level, type the access level from 1-99 preceded by the two department letters, such as AR80 or SO80

      You can use multiple access levels separated by commas, such as "99, AR80" for a function that will require a 99 user level or an AR80 user level to perform.

      The department groups have the same hierarchy as the regular access levels. For example, if you set a task to require an Access Level of 99, AR80, and a user has an access level of 90,AR90, they will be able to perform the task because their AR department access level is higher than AR80.

      • Accounts Receivable: AR
      • Accounts Payable: AP
      • General Ledger: GL
      • Master Files: MF
      • Inventory Control: IC
      • Purchase Orders: PO
      • Sales Orders: SO
      • User Defined: U0-U9
  5. Click Save. The new user level will become effective immediately.

You can restrict specific Customer, Vendor, and Product Master File fields from being changed using the Master File Security.

  1. Set access for the Master File Security:
    1. Go to File > Company > Access Levels.
    2. Click the Files tab.

    3. Set access levels for the following permissions: 
      • Customer File Security Fields: Edit the Customer tab on Master File Security.
      • Product File Security Fields: Edit the Product tab on Master File Security.
      • Vendor File Security Fields: Edit the Vendor tab on Master File Security.
      • Master File Security Fields: Access Master File Security.

      Users with access levels below these will not be able to change any fields that are checked as "Secure." Users with access levels greater than or equal to these access levels will be able to change secured fields.

  2. Once you set access levels for those options, set access for individual fields:
    1. Go to File > Company > Master File Security.
    2. Click Edit,
    3. In each tab, select the check box to the right of the fields that you would like to secure.

      Users who are not given access to these fields will still be able to see the information, but they will not be able to make changes to it.

    4. Click Save. These settings will take effect immediately.

Once you have configured access levels by permission, you can assign those access levels to individual users.

  1. Go to File > Company > User Master.

  2. Click Edit.
  3. In the Access Level column, type the access level each user should be granted from 1-99.
  4. Click Save.

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