Administration Training Guide Infinite Visions Enterprise Edition 406.252.4357 phone 1.800.247.1161 toll free 406.252.7705 fax www.csavisions.com
Copyright 2005 2011 Windsor Management Group, LLC Revised: 03/25/10 This document applies to Release 2.8 of Windsor Management Group s Infinite Visions Enterprise Edition software. The data used to illustrate the reports and screens may include names of individuals, companies, brands, and products. All of these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or screen images are examples only, and reflect how a typical customer would install and use the product. and are registered trademarks of Windsor Management Group, LLC.
C o n t e n t s Overview... 1 Module Licensing... 2 User Roles... 2 Users... 2 Planning Considerations... 3 Questions to Consider... 4 Naming Conventions... 4 Logging On... 4 Using the Administration Interface... 5 Expanding the Menu... 6 Field Validation... 6 Right-click Menu... 8 Viewing the Detail Pane... 8 Using Grids... 9 Entities... 15 Adding an Entity...16 Deleting an Entity...16 Entity License Information...17 Entity Connection Groups...18 Add Connection Group...18 Configure Connection Group...19 Making Connection Groups Read-only by User...23 Entity User Roles...24 User Role Module Restrictions...24 Copying Entity User Roles...26 Entity Users...27 Add/Edit User...27 User Entityies Tab...28 Editing User Access to Connection Groups...29 iii
Administration User s Guide Global Users... 31 Global User Roles... 32 Adding a Global User Role... 32 Global Users... 33 System Administration... 35 Setting Options... 36 Setting the Update Path... 36 Managing Passwords... 36 Using a Provisional Database... 37 Changing Actions Pane Color... 37 Working with All Users... 39 Module Groups... 40 Add/Edit Module Groups... 40 Changing Actions Pane Sequence... 41 Modules... 42 Adding a Module... 42 iv
C h a p t e r 1 Overview The Infinite Visions Administration module enables you to set up and maintain security for your Enterprise Edition Accounting modules. This chapter briefly introducces the basic concepts of Administration and provides an introduction to the module s interface. 1
Administration User s Guide Module Licensing User Roles Users The set up of all modules defined in the system is shared by all entities (group assignment, sort order, etc.). The only module information that is entity-specific is the license key. The system supports two types of User Role: Global and Local. Only Users who need to administer or access multiple entities should be assigned to a Global User Role. Local roles are defined within each Entity and are designed for Users assigned to an Entity. Each Entity will be able to configure access to the system modules as they see fit. Global users will be prevented from being assigned to a Local role. Users can be created without being assigned a role; however, they will not be able to access Accounting until they are assigned a User R ole. The system supports four types of User: Global Administrator, Global User, Administrator, and User. Global Administrator Global User Can modify security information for the entire system, including all entities. An example,sa, the built-in SQL user, or a network administrator's account. A Global Administrator can define new entity administrators or move users from one entity to another. An ordinary user of the Accounting modules, but able to access all entities defined in the system. When a Global User launches Accounting, the Connection Group combo box will show all Connection Groups in all entities they have access to. The modules and menu items that Global Users can access will depend on which Global User Role they are assigned. 2
Overview Entity Administrator Entity User Entity Administrators will be able to modify security information for the entity to which they are assigned. For example, a Business Manager at a particular district who is responsible for maintaining his or her own users but should be locked out of the rest of the system. These types of users will be able to modify connection group, license, and user information for their entity. They will not be able to change information for any other entity. Entity Administrators can add Connection Groups but not connection group configurations. In addition, they cannot delete Connection Groups or configurations. When an entity administrator logs into Administration, they will only see their entity and will not be able to add any new ones. An ordinary user of Accounting who is restricted to the entity to which they are assigned. When an Entity user launches Accounting, the Connection Group combo box will show only those groups that have been defined under their entity. They will not be able to access the data in any other entity. A Global User can be promoted to a Global Administrator, which would allow one person to temporarily transfer control of system security to another person. When a Global User is promoted, they will be able to modify security information for any entity. Entity users will be able to be transferred to different entities. The user will gain access to the new entity's connection groups; if the person making the change wishes to restrict the user from one or more groups, they will be able to do so. If you want to delete an entity, the system will check for any users within that entity. If any are found, the user is asked if they want to transfer those users to a different entity. The prompt will only appear if at least one other entity is defined in the system, otherwise an error message will be shown telling you to remove any assigned accounts. If you move the accounts, the user roles will be set to 'Unassigned,' since roles can differ between entities. Planning Considerations Before you implement the Administration module spend some time planning the security for your system. There are four important aspects to controlling your system s security: How many entities do you need? Which users can access each entity? Which can access all entities? How do you want these users to access the system? 3
Administration User s Guide Questions to Consider Naming Conventions Logging On What records can each user access? The Administration module enhances security and efficiency by enabling you to do the following: Define a single entity or multiple entities. Within each entity, make a module available to all users, a group of users, a single user, or no users at all. Define Users Restrict the availability of the Accounting modules, menus, menu items, and tasks as circumstances require. Do you have groups of users who need specific connection requirements? If so, jot down the different connection requirements. What are the specific types of users you have? Do you have Payroll clerks, Accounts Payable clerks, a Business Manager? Each of these groups may need a different level of system access. Identify the different needs and review how your UserRoles should be defined. Identify each of the potential users for your system, and determine what level of system access they should have. Also identify whether there are modules, menus, or programs that they should not be given access. As you define your security setup, certain terms should be avoided when naming the various user-definable items in the system. A list of these terms can be found in the SQL Server online help under Reserved Keywords. In general, you should use only alphanumeric characters (A to Z and 0 to 9). Do not use any spaces, hyphens, slashes, periods, or other such symbols. Only users who have Administrator rights are allowed to access Administration. 4
Overview 1. The User ID field defaults to the user s network user ID. Type the appropriate user ID and password (if a password is required). 2. If the Use Directory Authentication check box is checked, the system will authenticate based on the network settings currently logged in on the work station, and the User ID and Password fields will be unavailable. If the box is unchecked, the User ID and Password fields will be available. Whether the check box defaults to checked or unchecked is set up in Configuration. See also the System Administrator s Guide for additional information. 3. In the Server field, either type the name of the SQL server you use for your system or select it from the drop-down list. This field defaults to the last server name used when you last logged in. 4. In the Database field, either type in the name of your security database or select the database you want. The drop-down list displays a list of all databases for the selected server. The default is the last database you selected. 5. Click OK. After validating login information, the system displays the Administration main screen. Using the Administration Interface Once you log in to Administration, the screen consists of the following components: Main Menu Detail Pane 5
Administration User s Guide Expanding the Menu Clicking a plus (+) sign expands the menu items in the Menu Pane. Selecting a menu option displays any items that already exist for that option in the Detail Pane. Field Validation You will work with the items in the Detail Pane. For example, to edit the parameters about one of the Connection Groups, double-click it in the Detail Pane, not the Menu Pane. When you navigate from a field, the system will perform some basic validation of the field. If the field fails this validation, you will be notified via an error icon shown beside the field. For example, if the field were a required field and were left blank, an error icon would be shown: 6
Overview Hovering over the icon provides a tool tip with text such as Cannot be blank.. This would work similarly if the field were a combo box and you were required to select an item from the list, except the text would be Must be from list." If you click OK in the screen without filling in any of the fields, the system will display all of the fields that were validated, notifying you of all of the data entry issues at once. 7
Administration User s Guide Right-click Menu While you are working with records in the Detail Pane, you can use the right-click menu by clicking the right mouse button. Viewing the Detail Pane As you work with the Detail Pane, you can select from four different display modes. Use the buttons on the toolbar to select the mode. Display Button Sample Large Icons Small Icons List Details 8
Overview Using Grids Some of the screens in Administration use grids. The following topics describe some of the grid functions available in Administration: Grid Menu Grouping Grids Sorting Grids Filtering Grids Column Chooser Grid Menu Right-clicking a grid displays the grid menu. Function Clear Sorting Clear Filter Requery Add Edit View Delete Description Clears the sort set for the entire grid. Clears the filter set for the entire grid. Refreshes the grid data. Displays the Add applicable add screen. Displays the Edit screen for the selected item. Opens the screen for the selected item. Displays confirmation message to delete selected item(s). 9
Administration User s Guide Export to Excel Exports the grid contents to Excel. Due to a limitation in the grid control, the export feature only supports Excel 2003 or higher. Column Chooser Opens a form allowing the user to add hidden columns to the grid. See page 13 for additional information. Hide Column Pin Column Best Fit Hides a column. Pins a column to the left side of the grid. (Similar to freeze pane in Excel.) Shrinks/expands every column in attempt to show the column header and cell content. (Typically allows showing more columns on the screen.) Grouping Grids If the grid allows grouping there will be a panel shown at the top of the grid: For the columns that allow grouping, you can drag the column header to this panel to group the grid contents. You can group by multiple columns. For example, the following grid: could be grouped by Default Role and then User Type like the following sample: 10
Overview Each grouped section can be expanded and collapsed. When the grid is first grouped, all sections are collapsed. The grouping panel allows changing the sort of each grouped column and allows the user to remove columns (by clicking the associated ). If you try to group by a column that does not allow it, the not-allowed symbol displays when you drag the column to the grouping panel: Sorting Grids Clicking the column headers in the grid will change the sorting for that column. To sort multiple columns, hold the Shift button and then click the column header of another column. For example, using the grid shown above, if you click the Default Role column then clicked the Last Name column twice; the column headers would be shown as follows: 11
Administration User s Guide The grid will be sorted by Default Role column then by Last Name (in descending order). The columns that are sorted are colored blue and have an icon showing the sort direction. Filtering Grids If the particular grid allows filtering, each column (that allows it) will have a filtering control just below the column header. In the image above, the first column (the check box) does not allow filtering. This column does not have a filter control. However, each subsequent column does allow filtering. Typing in the filtering control for a column will filter the rows displayed to those rows that match the entered criteria. Clicking the filter icon will display the available options for that column (which can vary based on data type), for example: 12
Overview Column Chooser For grids that support it, you can use the Column Chooser to select which columns display in the grid. To use the Column Chooser, right-click in the grid. The grid right-click menu displays. Select Column Chooser in the menu. To add one of the additional columns to the grid display, double-click it in the Column Chooser window. To remove one of the columns displayed in the grid, drag the column heading to the Column Chooser window. 13
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C h a p t e r 2 Entities The layer of security that allows multiple administrators to manage users and connection groups, but prevents them from being able to modify any part of the system is called an Entity. An example of an entity would be a school district. Each Entity must have a unique name as well as its own set of Connection Groups, module License information, User Roles, and Users. Each user account in the system will be assigned to one or more entities as appropriate. If you only need a single level of security, you will just need to create a single entity that will contain all of your security information. If you need to control multiple entities, you can implement a full security hierarchy. 15
Administration User s Guide Adding an Entity Double-click the Entities icon and then select the Add command. The system displays the following screen. Use this screen to add, edit, or view an Entity. Once you define an Entity, you can then further define the Entity's connection groups, licensing, user roles, and users. The following fields are available: Entity Type a unique name for the entity. You can use up to 20 characters for the entity name. This is a required field. Description Type a description for the entity. You can use up to 50 characters for the description. Provisional Limit Limit the number of Provisional data bases that can be created by entering a number. The system default is 1. Deleting an Entity If you attempt to delete an entity that has one or more users who are assigned only to that entity, the system will display the following message: Clicking No cancels the delete option. If you click Yes, the system displays the Edit User screen for each of the users that needs to be reassigned. 16
Entities In the sample above, there are two users who need to be reassigned. Entity License Information Part of setting up an Entity is entering the License Information for the modules the entity is going to use. Use this screen to add, edit, or view Entity License Information. Module License Key Use the drop-down list to select the module you are entering a License Key for. Type the License Key for the module. 17
Administration User s Guide Entity Connection Groups A Connection Group is a group of paths that inform the Accounting modules where the databases that store the data are located for an Entity. The Accounting modules use these connections to access the data maintained in the databases. You need to define Connection Groups to use the Accounting module. Connection Group names must be unique within the system, even if there are multiple entities in the system. Add Connection Group For most Connection Groups, only two types of connections are required: Fiscal Year and Base year. There are also other connection types available for specific State reporting requirements. Setting up a Connection Group is a two-step process. First you identify the group and associate it with a fiscal year. Then you create the connections for the group. Name The name of the connection group. This name must be unique within the system (even if there are multiple entities in the system). This is a required field. Fiscal Year The fiscal year of the connection group. This should be a 4- digit year (for example, 2009, 2010). This is a required field. 18
Entities Read Only Description Actions Pane Color Provisional Select this option to make the entire Connection Group Read Only. For example, you could select this option after the fiscal year rollover procedure has been run to ensure that no one processes anything in the old fiscal year database. A short description of the connection group. This is a required field. Click the button if you want to change the color of the Action pane and toolbar in Accounting. For example, you could change the color of the Action pane for a previous fiscal year to act as a quick indicator to users that they are using the previous fiscal year connection group rather than the current year. The system displays a color selection screen that you can use to customize the color. Select this option if the database is a Provisional database (usually used for testing purposes). This option is only available if the Allow Provisional option is selected in the Options screen. From the Actions menu, you can perform the following tasks: Grant All Users Access Use this action to quickly grant all users access to this connection group. Remove Entity Users Access Use this action to quickly restrict all entity user access to this connection group. Edit User Access - Use this option to edit user access by connection group. Mark All Users Read Only - Use this action to quickly make all users Read Only for the connection group. Configure Connection Group Access the Connection Configuration screen by highlighting the Connection Group in the left side of the screen and selecting the Add (or Edit) command. Use this screen to add or edit a connection configuration. The system uses connection configurations to help locate the appropriate database for the applications. Entity Administrators are only allowed to add or edit connection groups but not Connection Group Configurations. Only Global Administrators can add, modify, or delete Connection Group Configurations. For any given Connection Group, only two types of connections are required: Fiscal Year and Base. All others are optional and are used for state-specific reporting requirements. When you add the connection detail, the system updates all users. 19
Administration User s Guide Connection Group Name Provider Server Database Displays the name of the connection group you are providing configuration information for. Name of the connection. This is a required field and must be unique. Currently, the only option available for this field is Microsoft SQL Server. This is a required field. Type the name of the server. This is a required field. Type the name of the database for this configuration. This can be a database name, a file path, or an ODBC connection string. This is a required field. 20
Entities Type This field describes the type of database. Use the dropdown list to select one of the options. This is a required field. Fiscal Year: Informs the system the database is a fiscal year database (standard product requirement). Base Year: Informs the system the database contains non-fiscal year related information. For example, check history, employee history, etc. (standard product requirement). Prior Fiscal Year: Informs the system that the database contains data for the prior fiscal year. Next Fiscal Year: Informs the system that the database contains data for the next fiscal year. State Fiscal Year: Informs the system that the database contains fiscal year related data that is not used by the standard product, but will be used by specific state requirements modules and/or reports. These databases are state-specific; for example, Arizona State Fiscal Year. Making Connection Groups Read-only by Connection Group There are a few different approaches to making changes to user access for a Connection Group: You can control connection group access user by user You can change user access by connection group by using the Mark all Users Read-only or the Edit User Access options on the Actions menu in the Connection Group screen. You can quickly make an entire Connection Group Read Only. To change selected user access to read only by connection group: If you want to change selected users' access to a particular Connection Group to Read Only: 1. In the Menu Pane, select Connection Groups for the entity to display the defined connection groups in the Detail Pane. 2. In the Detail Pane, select the Connection Group you want to change user access for and then select the Edit command. The system displays the Edit Connection Group screen. 3. From the Actions menu, select Edit User Access. The system displays the Edit User Access screen, displaying the users who have access to the Connection Group. 21
Administration User s Guide 4. Click the Read-Only check box for those users who should now have only Read Only access. Depending on how many of the connection group's users you want to make Read Only, you could also use the Mark All Users Read Only option on the Actions menu to quickly make the connection group Read Only for all Global and Entity users. Then use the Edit User Access option to change the access again for those users who should still have full access. Click OK. To make the entire connection group read-only: If the entire Connection Group should be Read Only: 1. In the Menu Pane, select Connection Groups for the entity to display the defined connection groups in the Detail Pane. 2. In the Detail Pane, select the connection group you want to change and then select the Edit command. The system displays the Edit Connection Group screen. 3. Select the Read Only check box to make the entire connection group Read Only. 4. Click OK. 22
Entities Making Connection Groups Read-only by User Use this utility to specify whether a user has Read Only access to a connection group. To make a user's access read-only: 1. In the Menu Pane, expand Entities and select the entity you want to work with. 2. Select Users for the entity to display the users in the Detail Pane. 3. Select the Edit command for the user whose access you want to change. The system displays the Edit User screen. 4. Click the Entities tab. 5. Select the Connection Group (in the grid at the bottom of the screen) you want to make read-only for the user. 6. Scroll to the right and place a check mark in the Read Only check box. 23
Administration User s Guide Entity User Roles User Roles help identify particular types of system users. When you define a User Role for an entity, you are specifying a level of system access for either an individual user or for a group of similar users. To be able to access the system, each user must be assigned to a role. Defining Entity User Roles facilitates assigning system access to your users. First you define a User Role and identify the restrictions for this role, and then you assign users to the role. The Entity Users you assign to a role have all of the access rights you specified for the role. Name Description The name of the role. This is a required field and must be unique. Provide a short description of the role. This is a required field. The grid below the Role Information shows the Users Assigned to this role. This grid is read only; users cannot be assigned or removed from the role using this screen. The grid identifies the user, whether they are an Entity or Global user, and whether this role is the user s default role. User Role Module Restrictions Use this screen to indicate the level of system access you want for this User Role. You can restrict certain modules, menus, and menu items for all of the users assigned to this User Role. 24
Entities When you right-click on a module, menu, or menu item node, the system displays a list of access levels (Full Access, Read Only Access, or No Access). Click to select the access level you want for this User Role. The default is Full Access. This means that unless you select otherwise, the group will have full access to every item. Once you select an access level, the system changes the display to one of the following icons. These icons help you quickly review a group s level of system access. Full Access. Read Only Access. 25
Administration User s Guide Select Hide items with no access from user s menu if you want to hide the item from the user. This option enables you to customize menus for your users, displaying only those options the user needs. When new menu items are added to the IVEE Accounting system, the default level of access for all users will be set to No Access on their user roles. The descriptions for each of the menu items displays in the box in the bottom portion of the screen. Copying Entity User Roles No Access. Signifies menus that are marked Full Access contain some items that are marked No Access. If needed, you can copy User Roles from one entity to another. To copy user roles: 1. In the Menu Pane of the screen, click Entities to display defined entities. 2. Expand the entity whose User Roles you want to copy. 3. Click User Roles. 4. Right-click the user role you want to copy and select the Copy to option from the right-click menu. The right-click menu will display all defined entity names along with Global User Roles. Select where you want the user role to be copied. The User Role is copied to the selected entity or Global User role. Once copied, you can rename it and change it as needed. 26
Entities Entity Users Add/Edit User Individual Entity User records consist of the user's name, account information, and connection group restrictions, if any. To control a defined user s level of access to the system, use the User Role screen to assign each user to a User Role. Use this screen to add or modify a user record. This screen enables you to identify the user and his/her security information. User ID Password User must change password at next logon This is theuser ID of the user. This is a required field and must be unique. It is recommended that the User ID be the same as the user s Network User ID. If you use passwords, enter a password for this user in this field. The system types a mask instead of the characters you type in order to preserve the password's security. In addition, when you leave a user's record and later re-enter it, the password mask will display 15 asterisks (*), regardless of the number of characters in the user's password. If you select this option, the next time the user signs onto the system the system will require that they change their password. 27
Administration User s Guide Net User ID User Type Default User Role Global User County User Last Name First Name Middle Name Active Show Update Notice Email Address If you have Configuration set to use active directory integration, use this field to select your network User ID. If you don t have Configuration set for active directory, this field is not available. Use the drop-down list to select the type of user: User or Administrator. The default is User. To be able to access the Administration module for the entity, select Administrator as the User Type. Users of type user cannot access the Administration module. Use the drop-down list to select the default user role of this user. The default is Unassigned. A user with this role (Unassigned) will not be allowed to access Accounting. Select this option if the user is a Global User. Select this option if the user is a County User. User s last name. This is a required field. User s first name. This is a required field. User s middle name. Use this field to indicate that this user information is for a currently active user. If you de-select this field, the user information is inactivated but retained by the system. In addition, if you de-select this option, the user will not be allowed to log into the application. The system is set to display a notice to the user when an update has been loaded. Type the user's email address. User Entities Tab Use this tab to restrict the user from being able to access the system by de-selecting connection groups. If you remove the check mark from a Connection Group, the user will not be able to login to the Accounting software using that connection group. To enable the user to login to a connection group, leave the box checked. 28
Entities Editing User Access to Connection Groups You can use this utility to control which users have access to the connection group. You can also specify which user role would apply to the connection (for that user). Leaving the Role as (Default) would indicate that the Default Role would be used. To edit user access to connection groups: 1. In the menu pane, select Connection Groups for the entity to display the defined connection groups in the detail pane. 2. In the detail pane, select the connection group you want to change user access for and then select the Edit command. The system displays the Edit Connection Group screen. 3. From the Actions menu, select the Edit User Access option. The system displays the Edit User Access screen, displaying the users who have access to the connection group. 29
Administration User s Guide 4. You can use the first check box to grant or restrict access to the connection group for the user. 5. You can click in the Default Role column and change the role for the user for this connection group. You can use the Column Chooser to add or remove columns from the grid. 30
C h a p t e r 3 Global Users If your system consists of more than one Entity, you will also need to define the following: Global User Roles Global Users 31
Administration User s Guide Global User Roles Global User Roles help identify particular types of system users. When you define a Global User Role, you are specifying a level of system access for either an individual user or for a group of similar users for a system composed of multiple entities. Defining Global User Roles facilitates assigning system access to your users. First you define a Global User Role and identify the restrictions for this role, and then assign default user roles in the user definition. Adding a Global User Role 1. Click Security to display Global User Roles and Global Users. 2. Click Global User Roles to highlight it. 3. Select the Add command. The system displays the Add User Role screen. 4. On the Role Information tab, type a Name and Description for the User Role you are defining. 5. Click the Module Restrictions tab to specify the level of system access for this type of user. To specify access level for the role: 1. Ifyou select Hide items with no access from the users' menu, the system does not display inaccessible options on the users menus. 2. Click on a module name (General Ledger, Accounts Payable, etc.) to display the menu items in the module. 3. Select the menu item you want to specify the level of access for by clicking to highlight it. 4. Right-click to display the levels of access (Full Access, Read Only Access, or No Access) for the users you assign to this role. Select the level of access that is appropriate. 5. Continue specifying the level of access for each module/menu/menu item. 32
Global Users Global Users Individual Global User records consist of the user's account information and entity information. To control a defined global user s level of access to the system, use the Global User Role screen to assign each Global User to a Global User Role. To add a new global user: 1. Click Security to display Global User Roles and Global Users. 2. Click Global Users to highlight it. 3. Select the Add command. The system displays the Add User screen. 4. In the Security Information fields, type the User ID and Password (if any) for the user. It is recommended that you use the same user ID as the user s network user ID. Check the Must change password at next login box if you want the user to be required to change their password the next they login. 5. If you are using Active Directory, the Net User ID is visible. Use this field to select the Network ID. If Active Directory is not being used, the field is not displayed. 6. In the Default User Role field, use the drop-down list to select the default user role for this user. If the role you want to assign to the Global User does not exist, you can leave the role Unassigned until you go to the Global User Roles screen and define a new role. However, if a Global User Role is unassigned, the user has no access to Accounting. 7. If the user is to have access to the Administration module, select the Administrator option in the User Type field. 8. In the User Information fields, type the user s name information. 9. Click the Entity tab to specify the connection group restrictions for the user. To restrict the user s connection group access: In the Module Restrictions tab, if you de-select an Entity or a Connection Group in this screen, the user will be restricted from accessing Accounting using that entity or connection group. The user can access Accounting through any connection group you leave checked. 33
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C h a p t e r 4 System Administration This chapter describes some of the system administration tasks for the Administration module. Included in this chapter are the following topics. Setting Options Working with All Users Module Groups Modules 35
Administration User s Guide Setting Options Use the Options screen to control user passwords, specify the update path for automatic updates of the Enterprise Edition software, and select whether or not you want to allow the creation of a Provisional Database. Access the Options screen by selecting View, then Options. Setting the Update Path Managing Passwords Set the path you want the system to use for automatic updates of Enterprise Edition software. If you click, the system displays a dialog box where you can select the setup file to be used for the automatic updates. You can expand My Network Places to browse to an existing shared folder. If the computer you want to use isn't visible, you will need to manually type in a name or IP address. You can set the user password to expire based on when it was last changed and require the user to reset their password at the next login. This will default on a new user record. To set password interval or length: 1. In the View drop-down menu, select Options. 2. In the Password Expiration Interval field, specify the number of days a user is allowed to use the same password. Valid values are 0 to 365. To have the password not expire, type 0. 3. In the Minimum Password Length field, type the minimum number of characters required for a user password. You can specify 1 to 30 characters for passwords. 4. Click OK. To have users reset their passwords: 1. Click Entities to display the defined entities. 2. Click the selected entity. 36
System Administration 3. Click Users to display the currently defined users and edit a specific user. 4. Click User must change password at next login. 5. Click OK to confirm the change; or click Cancel to leave the user definition unchanged. Notes about passwords: Once a user has logged into IVEE and changed their password, the check mark will automatically be removed from the Must change password at next login option. It s OK to use prior passwords. Using a Provisional Database If you wish, you can select the Allow Provisional Database Creation option to prepare for creating an additional connection group that can be used for testing and/or budgeting purposes. Checking this box activates a menu item in Accounting Security Workflow Configuration called Create Provisional Database, which will allow you to create the new connection group. (See Creating a Provisional Database in the Security user s guide for additional information). Changing Actions Pane Color If you wish you can customize the color displayed as the background in the Actions pane, as well as the menu bar and toolbar, in Accounting. For example, after fiscal year rollover you may want to change the color of the previous year's connection group to differentiate it from the current fiscal year. To change the Accounting Actions Pane background color: 1. Click Connection Groups in the menu to display the currently defined connection groups. 2. Highlight the connection group(s) you want to change. 3. Select the Edit command. The system displays the Edit Connection Group screen. 37
Administration User s Guide 4. In the Actions Pane Color field, click. The system displays the Select a Color screen. 5. Click in the color selection grid to select the color you want to use. Or you can specify a custom color, if you wish. 6. Click OK. The system displays the selected color (along with a number representing the color) in the Actions Pane Color field. 7. Click OK. The Actions pane in Accounting will be changed to the selected color. 38
System Administration Working with All Users The All Users menu item gives you quick access to all the users in the system. This screen provides a way to see (and maintain) all defined system users. You can add, edit, or delete users from this location. To review all users: 1. In the menu pane, click Security to expand the menu. 2. Click the All Users option. The system displays all of the user records in the Detail Pane. 39
Administration User s Guide Module Groups Add/Edit Module Groups Module Groups control the content and sequence of modules in the Actions pane. The Infinite Visions Accounting Module Group is already defined when you install the software, and it will include all of the modules you have purchased a license to. In addition, the system also predefines the Tools module group. If you wish, you can create other module groups. Use this screen to add or change a Module Group. Module groups inform the system which major categories display on the Actions Pane. You can also use this screen to perform the following functions: Assign individual modules to the group Assign multiple modules to the group Change the sort sequence for the module group on the Actions pane. The system predefines the basic module groups needed for the Accounting modules: Accounting and Tools. You can create new Module Groups, or modify the predefined groups as needed. Name Description The name of the Module Group. This is a required field and must be unique. A short description of the Module Group. This is a required field. 40
System Administration Sort Sequence Unassigned Modules Modules Assigned to This Group Select the sort sequence on the Actions Pane for this module group. Displays all of the available modules not currently assigned to any module group. You can assign a module to the group by clicking it to highlight it, then clicking the button to move it to the Assigned Modules column. Displays all of the modules currently assigned to the group. You can unassign a module by clicking it to highlight it, then clicking the button to move it to the Unassigned Modules column. You can use these buttons to move multiple modules from assigned to unassigned, or vice versa. To move multiple modules, select the modules you want to move and then click the appropriate move button. Changing Actions Pane Sequence You can change the sequencing of the icons displayed in the Actions Pane in two ways: You can change the sequencing of the Module Groups. You can change the sequencing of modules within a Module Group. To change module group sequencing: 1. Click Module Groups to highlight it. The system displays the currently defined module groups in the work area. 2. Click the module group you want to change to highlight it. 3. Select the Edit command. The system displays the Edit Module Group screen. 4. Use the Sort Sequence field to change the sequence of the module group in the Actions pane. To change the sequencing of modules within a module group: 1. Click Modules to highlight it. The system displays icons for each of the currently defined modules on the right side of the screen. 2. Click the module you want to change to highlight it. 3. Select the Edit command. The system displays the Edit Module Information screen. 4. Use the Sort Sequence field to change the sequence of the module within the Module Group. 41
Administration User s Guide Modules Adding a Module All of the available Accounting modules are added to your system when you install the software. The only modules that any entity can access are those for which you have the appropriate license key. Use the Module Information screen to perform the following functions: Assign the module to a Module Group Select the sort sequence for the module in the Actions Pane Select an image for the Module 1. Click Entities to display the entities. 2. Click the entity you want to add a module for. 3. Click Licensing to display the modules. 4. Select the module you want to add licensing information for and select the Edit command. The system displays the Edit Entity License screen for the selected module. 5. In the License Key field, type the license key number for the module. 6. Click OK. 42