Set up Security and Grant User Access

Before you begin to set up security, take a few minutes to organize how each person will be using Signature. Which windows and settings will each user need to access? What windows and settings should each user not be able to access? You should have set up User Classes, User IDs, and user access to companies in Microsoft Dynamics GP setup. For more information, refer to these topics in the Microsoft Dynamics GP user manual. Each Signature user must be assigned additional roles, as well as access to alternate/modified forms and reports, before using Signature. You must set up tasks, roles, and Forms and Reports IDs before users can access Signature operations.

Setting up Security

To begin setting up security, identify the daily tasks that a user completes using Signature. Some default roles and tasks have been created for you; they can be used as they are or modified to meet your needs. You can also create your own roles and tasks.

The provided Signature POWERUSER security role has access to all features.

Security is broken down into the following components:

Creating, Copying, and Modifying Security Tasks

You can create new security tasks, edit existing security tasks, as well as the ability to copy an existing security task into a new or existing security task.

Creating a New Security Task

1. Select Microsoft Dynamics GP > Tools > Setup > System > Security Tasks. The Security Task Setup window opens.
2. Create a Task ID and assign it to a Category; for example, you may decide to categorize tasks associated with Signature as Other.
3. Fill in a Task Name and Description. The Task Name, along with the Task ID and Category, populates in the Task ID Lookup window; you may want these fields to provide a general description of the task.
4. To assign access to Signature operations, select sort criteria from the following drop-down menus:
   • Product
     Select the product to which the operation belongs, in this case, Signature Products.
   • Type
     Select the type of operation to which you are assigning access, for example, Windows or Reports.
   • Series
     Select the series under which you would find the operation, for example, Sales or Financial. Most operations for Signature products are found under the 3rd Party series.
5. A list of operations populates in the Access List scrolling window. Mark the checkbox next to the operations that someone performing this task must access. You can toggle between different Products, Types, and Series without losing the selections you have marked. You can also Mark All or Unmark All.
6. Select Save when you are done. The Print Operation Access button on this window is reserved for future use. After you complete the security setup, this button will allow you to view a list of users that have access to each operation.

Copying One Security Task ID to Another

To save time, you can copy all security settings from an existing security task into the task that you are about to create or to an existing role.

While you can copy a security task ID to an existing task ID, this will overwrite any information that was previously entered in the task you are copying to.

1. Select Microsoft Dynamics GP > Tools > Setup > System > Security Tasks. The Security Task Setup window opens.
2. Enter a Task ID, Task Name, and Task Description for the new task. You may decide to use the name of an existing task, without the asterisk *.
3. Select Copy. The Copy Security Task window opens.
4. Use the lookup window to select the name of the task you want to copy information from, then select OK. In the Security Task Setup window, your new task has been created with the same information as the existing task you copied from.
5. Make any modifications you want, and select Save.

Modifying Existing Security Tasks

An asterisk * indicates a pre-existing task that will be updated to include new features and functionality in future releases of Signature products.

Any modifications that you make to a role or task marked with an asterisk will be lost when you update your software in the future.

We recommend that, if you are going to alter any of the tasks provided by Signature, you copy the ID and make changes to the copy, to prevent losing your modifications when you update to future product versions.

Creating, Copying, and Modifying Security Roles

You can create new security roles, edit existing security roles, as well as the ability to copy an existing security role into a new or existing security role.

The provided Signature POWERUSER security role has access to all features.

Creating a New Security Role

1. Select Microsoft Dynamics GP > Tools > Setup > System > Security Roles. The Security Role Setup window opens.
2. Enter a Role ID, Role Name, and Description. You may decide to create roles based on positions within your company, as shown above; this way, users can be assigned the roles that correspond to their positions.
3. To display a list of tasks in the scrolling window, select a Category from the drop-down menu. You can also select to view All.
4. Mark the checkbox next to each task that you want to associate with this role; any user who is assigned this Role ID will be able to access all the operations assigned to the selected tasks. You can also select to Mark All or Unmark All.
5. Select Save.

Copying One Security Role ID to Another

To save time, you can copy all security tasks from an existing security role to the role that you are about to create or to an existing role.

While you can copy a security role ID to an existing role ID, this will overwrite any information that was previously entered in the role you are copying to.

1. Select Microsoft Dynamics GP > Tools > Setup > System > Security Roles. The Security Role Setup window opens.
2. Enter a Role ID, Role Name, and Role Description for the new role. You may decide to use the name of an existing role, without the asterisk *.
3. Select Copy. The Copy Security Role window opens.
4. Use the lookup window to select the name of the role you want to copy information from, then select OK. In the Security Role Setup window, your new role has been created with the same information as the existing role you copied from.
5. Make any modifications you want, and select Save.

Modifying Existing Roles

An asterisk * indicates a pre-existing role that will be updated to include new features and functionality in future releases of Signature products.

Any modifications that you make to a role marked with an asterisk will be lost when you update your software in the future.

We recommend that, if you are going to alter any of the roles provided by Signature, you copy the ID and make changes to the copy, to prevent losing your modifications when you update to future product versions.

About Setting Security for Third-Party Products That Modify Microsoft Dynamics GP Windows

Signature and other third-party products modify Microsoft Dynamics GP windows to provide additional functionality. When a third-party product has modified a Microsoft Dynamics GP window, the modified window is known as an alternate Microsoft Dynamics GP window.

To use Signature and Microsoft Dynamics GP together, a user must have access to all the alternate Microsoft Dynamics GP windows that have been modified by the Signature application. You risk damaging your data if you do not provide the proper Microsoft Dynamics GP security to the alternate Microsoft Dynamics GP windows that belong to Signature.

In some cases, two or more third-party products may modify the same Microsoft Dynamics GP window. The result will be two or more alternate Microsoft Dynamics GP windows attempting to replace a single Microsoft Dynamics GP window. Within Microsoft Dynamics GP security, a user can have access only to the Microsoft Dynamics GP window or to one of the alternate Microsoft Dynamics GP windows.

Users can only work with one third-party product at a time. You must set up an Alternate/Modified Forms and Reports ID for each third-party product, and a user ID for each Alternate/Modified Forms and Reports ID. For example, if you have a user, jsmith, who needs to work in a Signature product and another third-party product, you could set up two user IDs: jsmithws and jsmithother.

Users who have a user profile set up in Job Cost and do not have a user profile set up in Service Management cannot have access to three alternate Microsoft Dynamics GP windows that are modified for Service Management: Customer Address Maintenance, Customer Class Setup, and Customer Maintenance. Make sure Job Cost-only users do not have access to these windows as modified by Signature.

Creating Alternate/Modified Forms and Reports IDs

1. Select Microsoft Dynamics GP > Tools > Setup > System > Alternate/Modified Forms and Reports. The Alternate/Modified Forms and Reports window opens.
2. Enter an ID and Description. For example, if you are setting up access to Microsoft Dynamics GP windows, you may create the ID DYNAMICSUSER; to set up access to windows modified by Signature, SIGNATUREUSER.
3. Select Signature Products from the Product drop-down menu. You can also view forms and reports for All Products.
4. From the Type drop-down menu, select Windows. A tree-view list displays in the scrolling window.
5. Expand the Sales series to view the list of Sales windows modified by Signature.
   • If the user is a Service Management user, mark the Signature Products radio button for each Sales window.
   • If the user is a Job Cost only user, mark the Signature Products radio button for every Sales window except Customer Address Maintenance, Customer Class Setup, and Customer Maintenance.
6. Expand the Financial series, and mark the Signature Products radio button for each window. This allows GL entry transactions for jobs and service calls.

   Expand the Purchasing series, and mark the radio buttons per the following table:

   To allow this:	Mark the Signature Products radio button next to:
   Creating purchase orders (PO) with Signature items.	Purchase Order Entry Purchasing Item Detail Entry
   Viewing Signature items in PO inquiry zoom windows.	Purchase Order Inquiry Zoom Purchasing Item Detail Inquiry Zoom
   Entering PO receivings for Signature items.	Receivings Transaction Entry Receivings Item Detail Entry
   Viewing Signature items in PO receivings inquiry zoom windows.	Receivings Transaction Inquiry Zoom Receivings Item Detail Inquiry Zoom
   Entering invoice matchings to PO with Signature items.	Purchasing Invoice Entry Purchasing Invoice Item Tax Detail Entry Match Shipments to Invoice
   Viewing Signature items in PO invoice inquiry zoom windows.	Purchasing Invoice Inquiry Zoom Purchasing Invoice Item Tax Detail Inquiry Zoom Match Shipments to Invoice Inquiry Zoom
   Entering payables transactions to jobs and service calls.	Payables Transaction Entry Distribution
   Viewing Signature items in payables zoom windows.	Payables Distribution Zoom Payables Transaction Entry Zoom

7. Expand the Inventory and Payroll series, and mark the Signature Products radio button for each window.
8. Go back to the Type drop-down menu and select Reports. A tree-view list displays in the scrolling window.
9. Expand each series and report, and mark the Signature Products radio button next to each report.
10. Select Save when you are done.

Granting Security Access

Once you have set up security IDs, you can assign users access to Signature products.

1. Select Microsoft Dynamics GP > Tools > Setup > System > User Security. The User Security Setup window opens.
2. Select a User from the lookup window, and select a Company from the drop-down menu.
3. A list of Roles populates in the scrolling window. Mark the checkbox next to each role you want to assign to this user. This user will have access to all operations assigned to the tasks that these roles contain.
4. Select an Alternate/Modified Forms and Reports ID from the drop-down menu. Each User ID can only be assigned one Alternate/Modified Forms and Reports ID; to grant access to additional alternate windows, you must set up additional User IDs.
5. Select the AFA Reports button to open the Advanced Financial Analysis Reports Security window. Select a Reports Type from the drop-down menu and mark the checkbox next to each report you want the user to access. You can also Mark All or Unmark All.
6. Select OK to return to the User Security Setup window.
7. Select Save.