Assigning Users and Groups

Transcription

1 Contents About Assigning Users and Groups The Admin User Accessing Security Preparing Groups Preparing Users Security Listing Report Assigning Users and Groups About Assigning Users and Groups PCLaw Security is based on users and groups. Groups are defined to have access to specific PCLaw features. Users are created, assigned a unique password, and made a member of one or more groups. Once a member of a group, a user has all the rights of the group. This documents describes the setup of users and groups in PCLaw, and how to determine the rights assigned to each user. It is one of four documents describing the different components of PCLaw Security. Other documents detail advanced security features, security specific to PCLaw modules, and the Security Listing report. The Admin User PCLaw automatically creates the first user in security, called Admin. This user cannot be deleted from the Users box. The Admin user is assigned to be a member of the Admin group and cannot be removed from that group, nor can the Admin group be removed. Only the Admin user has access to advanced security settings in PCLaw. The Admin group receives all rights in PCLaw by default and cannot have any of these rights restricted. Other users can be assigned to the Admin group and receive all the rights to the group. The assignment of these users is not permanent as they can be removed from the group at any time. Admin has the rights to create new groups, assign access to PCLaw features, create new users, and assign rights to those users. When PCLaw is locked, Admin is able to override the lockout and open PCLaw. Warning: Only the PCLaw and Network administrators should have access to the Admin password. Limit the use of Admin as much as possible by assigning users their own unique identity Accessing Security Pull-down Menu: Quick Step - Version 9 Layout: Quick Step - Version 8 Layout: Options > Administrator > Security General Setup > Security Utilities > Security For new version 9 firms, security is mandatory and cannot be disabled. Firms updating from version 6 and lower, where security is disabled, have the option grandfathered into version 9. In the PCLaw Setup Wizard you are prompted to enter a password for Admin. This is a mandatory field and must be completed. After PCLaw is installed, Security can be accessed as described above.

2 Preparing Groups Security Setup Window > Groups Tab All new users in PCLaw must immediately be assigned to a group. Therefore you must create groups before adding users. A group can have any number of users. It can be limited to a few PCLaw features, or have rights to all PCLaw features. Exhibit 1. The Groups tab of the Security Setup Window New: Click to add a new group using the Group Details window: Group Name: Type the title you wish to give the group. Description: Type an optional description of the group. Click to save your changes and return to the Security Setup window. Group: Work with a particular group by highlighting the group in this pane. Remove: Remove the highlighted group by clicking this button. Note: A group cannot be removed until all users are removed from the group. Do Not Allow Access To: Highlight to select a feature not assigned to the selected group. Add>>: Click to grant the group access to the highlighted PCLaw feature. The feature is moved to the Allow Access To box. Add All>>: Click to grant give the group access to all PCLaw features. Tip: When giving a group access to only a few features, it is more efficient to add the features one at a time. To give a group access to a majority of features, add all the features and then remove those whose access is to be restricted Allow Access To: Highlight to select a feature in this pane assigned to the selected group. <<Remove: Click to remove access to the highlighted PCLaw feature that has been assigned to the group. The feature is returned to the Do Not Allow Access To box. Assigning Users and Groups Page 2

3 Report Template Access: Restrict access to the Layout tab of PCLaw reports by selecting one of the following from the drop down list: Preparing Users Default Only: Prevents the group to make changes on the Layout tab. Allow Change: Enables the group to make but not save changes. Allow Change and Save: Enables the group save their changes on the Layout tab. Security Setup Window > User Tab With this tab, you can add a user, assign the user to a group, or remove the user. Exhibit 2. The User tab of the Security Setup window New: Click to add a new user using the User Detail window: User Name: Type the name for the user to log into PCLaw. Description: Type an optional description of the user. Type the address of the user. Password: Type a password for the user. Confirm Password:Retype the same password. User: Work with a particular user by highlighting the user in this pane. Available Groups: Work with an unassigned group by highlighting the group in this pane. Add>>: Click to assign the user to the highlighted group. Note: A user must be assigned to a minimum of one group immediately after creation. Users can be assigned to multiple groups. Member Of: Work with an assigned group by highlighting the group in this pane. <<Remove: Click to remove the user from the highlighted group. Assigning Users and Groups Page 3

4 Show User Rights:Click to view the features to which a user has rights using the PCLaw Menu Maintenance window: Select each pull-down menu to see the menu options available to the user. Remove: Advanced: Report: Click to remove the highlighted user. Click to set advanced options for a user. Tip: For more details on advanced security settings, refer to the document Selecting Advanced Security Options. Click to produce a User Security Listing. Note: Producing the User Security Listing automatically saves the changes for the current security session and closes the Security Setup window. See Security Listing Report on page 4. Click to save your changes. Users are now able to log into PCLaw under their own username and password. They will only see the menu items that they have been granted access. Restricted features do not appear on the pull-down menus or in Quick Step. Users with limited rights in PCLaw should not be given access to the Security feature. Many PCLaw reports allow you to see the user that has posted each transaction. Select the Show User Name option when producing the report. Security Listing Report User Tab > Report The User Security Listing displays users, their groups, and what access they have to PCLaw menu items, matters, and bank accounts. A user requires rights to Security to create the report. Run the User Security Listing from the Security Setup window, by clicking the Reports button and clicking Yes to the succeeding PCLaw prompt. Exhibit 3. The User Security Listing selections window The Selection Window Produce the report by selecting from the following options: Select From: User Name: Select one of the following: Active Users: View only current users. Inactive Users: View only users that have been removed from the Security Setup window. Both: View both active and inactive users. View rights for one user only by typing the name of the user. Assigning Users and Groups Page 4

5 Output: Load Last: Select one or more of the following options: Printer: Print a hard copy of the report. Screen: View the report on the screen. Attach the report to an in one of text, rich text, or portable document formats. Editor: Save the report as a file in text, rich text, or portable document formats. Click to use the settings from the last time the report was created. Click to create the report. The Report The User Security Listing provides a list of users and assigned rights. Rights are indicated as having some or all. Exhibit 4. An excerpt from the User Security Listing Groups Member Of:Lists all the groups to which the user is a member. Menu Items: Indicates if the user has access to all or some of the menu items. Matters: Indicates whether the user has access to all matters or some due to restrictions under the Matter tab of Advanced Security Settings. General Bank: Indicates if the user has access to all general bank accounts or some due to restrictions on the Bank Accounts tab of Advanced Security Settings. Trust Bank: Indicates if the user has access to all trust bank accounts or some due to restrictions on the Bank Accounts tab of Advanced Security Settings. Internet License: Indicate if the user is assigned a Web Timer license Status: Indicates whether the user has an active or inactive status in the Web Timer Manager. The User Security Listing does not contain any summary sections. Assigning Users and Groups Page 5