User Preferences & Security Snapshots

Transcription

1 App Number: User Preferences & Security Snapshots Last Updated 9 th January 2013 Powered by: AppsForGreentree.com

2 Table of Contents Features... 3 Important Notes... 3 Other Requirements... 3 Implementation Guide... 4 Installation... 4 Configuration... 5 User Setup... 5 User Guide... 6 Snap Shot Generation... 6 Snap Shot Comparison... 9 Schedule Snapshots Reporting AppsForGreentree.com

3 Features Got an auditor or risk committee that wants to know who has access to which Greentree menu options? Or want to know which users have the Distribution or Financials user counts? Or which users have access to which companies? Without checking user by user, this can be a really hard job in Greentree. Or want to know which menu settings have changed between 2 points in time, regardless of Greentree versions? With 500+ menu options, and 50 users and even just 10 companies, that's a nearly impossible job to check the differences of. This app lets you report on the menu security settings in your system by user, as well as compare menu security/preferences between 2 points in time. Functions: Generate a snapshot. Export results to MS Excel or MS Access for analysis and reporting. Search results Compare two snapshots to identify changes over time Schedule snapshots to generate and/or export via the task queue at intervals of your choice Use Filters to refine your snapshot results: Companies Classes Codes (Users) Properties Modules Menus Important Notes N/A Other Requirements Greentree Modules: Associated Apps: No specific Modules required No dependencies AppsForGreentree.com

4 Implementation Guide Please refer to the Important Notes section above before installing and configuring this App Installation 1. Log in to Greentree as the Super user 2. Select the menu item System Apps For Greentree Apps Module Control 3. Enter the New Registration Codes supplied and click Install App 4. Select/Highlight the Snap Shot Workbench App. 5. Click on the Edit Users button and select the users who will be configured to use the Snap Shot Workbench App, and for which companies. 6. Once you have selected the users, Save the settings using the save icon in the header and Close the window. AppsForGreentree.com

5 Configuration Still within the Apps Module Control form, click on the Change button. You will need to specify an Export Path and file name here, which is where Snap Shots will be exported to when the Export System Script is run. Note: This path is not used when exports are done via the Snap Shot Workbench. That process will ask you to define your own path and filename for each export. The Snap Shot Deletion Script Time Period is used if/when a scheduled task is setup to delete your older Snapshot records. This setting determines how long your snapshots will be retained for. For instance, if this was set as 3 Months, then when the Delete Snapshot script is run, it would delete all snapshots older than 3 months. User Setup No individual User setups are required for this App. AppsForGreentree.com

6 User Guide Snap Shot Generation Select the menu item Process Snap Shot Snap Shot Workbench A Snap Shot is always done for all users and all companies. Click the Generate Snap Shot button, and you will be prompted to confirm that you want to do this. Note: Depending on the number of users and companies, this could take up to 20 minutes. The cursor changes to an hour glass and you get a progress bar to indicate how far through the snapshot is. AppsForGreentree.com

7 Once the snap shot is complete, you can look at the settings which have been saved. In this way it s possible to narrow down what you want to look at, by selecting specific companies, users (codes), modules, classes, values or menu s. E.g. If I only want to see menu security settings for a specific company I can click The All Records button next to Companies, then I can select a specific company or companies from the table. You must click OK at the bottom to apply the selection. If you have made some selections, then the button title changes from All records to Selected Records. Once you have narrowed down what you want to review, then click the Search button. Note: depending on the number of users and companies, this could take up to 20 minutes. AppsForGreentree.com

8 If there are more than 16,000 rows only the first 16,000 will be displayed. The search results can also be exported, which will create a csv file that can then be opened via excel or other programs, to sort, filter etc. After clicking the Export button, you will be prompted to specify the path and filename where the data should be exported to. Note: You will need to close Greentree down after the export if you wish to then edit the file. AppsForGreentree.com

9 Snap Shot Comparison You can also compare two snapshots and the workbench will display just the differences between them. Select the oldest snap shot in the Snap Shot drop down, tick Compare, and then select the new snap shot. As above, you can narrow down what you want to compare if you re only interested in certain items. There are a few user settings that are not relevant to security e.g. after an upgrade each user is prompted on whether they wish to read the help file, which is based on a flag, so after every upgrade the value of that flag would have changed. By default these are not displayed. If you want to see all changes then tick the Display Low Impact Changes check box. Click Search, and the cursor will change to an hour glass, but you won t see a progress bar here. The table then displays all the values that have been changed between the two snapshots. You can also narrow the results down even further, by typing values on the top row of the table. E.g. Typing JC under the heading Module in the above screen shot, would reduce the results down to only show Job Cost Changes. AppsForGreentree.com

10 Schedule Snapshots Snapshots can also be scheduled via the task queue, to run automatically at times & intervals of your choice. Select the menu item Process Task Scheduler. Under the System Scripts you ll now see a group called Apps 4GT SnapShot. Expand this out to see the three options, Take Snapshot, Export Snapshot, and Delete Snapshot. Take a Snapshot To create a task that will generate Snapshots automatically for you, select the Take Snapshot script. It is necessary to enter a valid Path and Name in the File Name box, as this script will create a file, although it is not actually exporting any data. Note: The path entered here is from the perspective of the GT Server, so in the example above this is referring to E: Drive on the GT server. Setup the schedule for the desired time and frequency, and then click Add to task queue. NB. If the File name is left blank, or an invalid path is entered, the task will be scheduled, but will fail when it attempts to run, with the Error description: Requested File Directory not found. AppsForGreentree.com

11 Export a Snapshot To Export your Snapshots, schedule a separate task to run the script called Export Snapshot. It is necessary to enter a valid Path and Name in the File Name box, as this script will create a file, although this is not where the data will be exported to. That is defined within the Apps Module Control instead (See the configuration section earlier in this document). Note: The path entered here is from the perspective of the GT Server, so in the example above this is referring to E: Drive on the GT server. Setup the schedule for the desired time and frequency, and then click Add to task queue. NB. If the File name is left blank, or an invalid path is entered, the task will be scheduled, but will fail when it attempts to run, with the Error description: Requested File Directory not found. AppsForGreentree.com

12 Delete a Snapshot To Schedule the automatic deletion of older Snapshots, use the script called Delete Snapshot. It is necessary to enter a valid Path and Name in the File Name box, as this script will create a file, although it is not actually exporting any data. Note: The path entered is from the perspective of the GT Server, so in the example above this is referring to E: Drive on the GT server. Setup the schedule for the desired time and frequency, and then click Add to task queue. NB. If the File name is left blank, or an invalid path is entered, the task will be scheduled, but will fail when it attempts to run, with the Error description: Requested File Directory not found. Reporting There are no Greentree reports within this App. AppsForGreentree.com