Setting Up Security

Setting up password protection involves the following steps.

Select Functions to Password Protect

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > System Administration > Password Setup. Enter the System Administration password.

2. Double-click the functions that require password protection.
3. Select OK to save your choices.

Changing password-protected functions will roll down throughout the system. In other words, always keep functions with assigned password protection marked.

Create Security Levels

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > System Administration > Security Levels. Enter the System Administration password.
2. Create each security level with a description. Examples of security levels are Dispatcher and Supervisor.
3. Select Save.

Define a Password Profile

1. To define a password profile for each security level, select Microsoft Dynamics GP > Tools > Setup > Service Management > System Administration > Password Profile. Enter the System Administration password, and the Password Level Setup window opens.

2. Use the lookup to select a security level.
3. Select a Service Management module from the drop-down list. The functions selected for that module appear in the window with the default password "access."
4. Enter a new password. Each function in a module can be assigned an individual password by entering one in the scrolling window. You can also enter a new default password and apply it to all functions by choosing the Apply All button.
5. Close the window to save your work.

Create a User Profile

By assigning a user ID to a security level in the User Profile window, you are limiting which functions a user can perform.

1. To assign a security level to each user, select Microsoft Dynamics GP > Tools > Setup > Service Management > System Administration > User Profile. Enter the System Administration password, and the User Profile window opens.
2. Fill in the following fields, as necessary.
   • User ID, Security Level
     To create a user profile in Service Management, you must select a User ID and Security Level that already exist in Microsoft Dynamics GP. See the Microsoft Dynamics GP Payroll Manual for more information.
   • Dispatch Board Filters
     The Dispatch Board displays appointments that match the filters chosen. These filters can be overridden in the Dispatch Board window. See Using the dispatch board. We do not recommend setting the Date Range filter as a user preference. This feature slows your system performance, especially as the number of records increases. We recommend, instead, that you use the query button to set a Date Range filter from the Dispatch Board.
   • Global Filters
     If you're using global filtering, assign Global Filters. If you assign the user ID to a branch, the Dispatch Board displays only those appointments assigned to that branch. Marking the Allow User Editing checkboxes allows the user to select a different affiliate, region, or branch using the Dispatch Board's Preferences button. For more information, see Using Global Filters.
   • Time Zone
     If you have the Time Zone feature enabled, you will need to assign a time zone to your users. See Working with Time Zones.
   • Allow
     Marking the appropriate checkboxes allows you to create, edit, and delete records. We recommend that you set up a user profile for the System Administrator with all Allow boxes marked. After you have completed setting up Service Management, you can edit this window if necessary.
     • Equipment Additions
       You must mark this checkbox if you want to be able to add component records.
     • Global Record Filter Editing
       Marking this checkbox allows a user to edit any branch name from the Global Filter window, which is accessed by selecting the Branch indicator.
     • Maintenance Contract Additions
       You must mark this checkbox if you want to use the Master Contracts module.
3. Select Save when you are finished.

During installation, if you select not to grant all users immediate access to the alternate Microsoft Dynamics GP windows and reports, you must grant security access to individual users. Also, if a user was a Job Cost only user and now you are creating a user profile for that user in Service Management, make sure the user has security access to the alternate Customer Address Maintenance, Customer Class Setup, and Customer Maintenance windows. See the section Granting access to individual users in the Signature Products Installation, Upgrade, and New Features User Guide. Security must be set up individually for each company created in Microsoft Dynamics GP.