Summary

DB Security allows you to set the security on a database field or table for a user or user group. This feature is helpful when creating security on personal customer information such as social security or bank account numbers because the security will apply to all windows that display the information.

DB Security can be set up by user or user group. If there is security set up on a field at both the user and user group level, the security set up at the user level will override the security set up on the user group. This allows you to customize the user group settings for each user that is attached to a user group. If a user is attached to multiple user groups and there is no DB security set up at the user level, the least restrictive user group security will be applied.

If you would like to view the DB security that will be applied to a user, open the user in the Maintain DB Security window and select the field in the Security Settings section. The security that will be applied to the user will display next to the field name. All of the groups and security settings that are attached to the user will display next to the database field.

DB Security can be set up at the field level or the table level, and individual field level security will override all of the security set up on the table level. As with field security, table security set up on the user will override table security set up on groups that a user is attached to.

Use the Table/Field Help feature in Help> Table/Field to determine what field and table the information on a window is stored in. When the Table/Field Help feature is turned on a message bubble will display the table and field name of the fields in a window as you move the cursor.

There are five levels of database security that can be placed on a field or table: Full, Read/Write, Read, No access and Security Not Set. Full access grants the user full access to the field or table. Read/Write access allows the modification of the data but not the deletion of it. Read access will display the data, but the data cannot be modified. When a window is opened that contains a Read access field or table, the field will be disabled. No access security will remove the field from any window that displays the database field or table. If a window is opened that contains a No access field, there will be a blank space where the field is usually displayed. If no security is set up on a table or field, the security will default to No Security Set. This is similar to Full Access because it will not limit access, but security with the No Security Set status on a user account will be overridden by security set up on a user group.

Use Menu Security (SS> Security> Menu Security) to control access to a menu option if you would like a user or user group to have access to a field in one window but not another.

Here are a few fields you may want to set security on in the overview document of each module.

• SS module, Users table, User Name field – This will affect the security on the User Name drop-down menu on the Jobs Viewer (Jobs Viewer icon   on the main desktop). Users with access to this drop-down menu can view the reports generated by other users. If other users are creating reports with sensitive data, users with access to this drop-down menu will have access to that data.
• SS module, Customer table, SSN field – This will affect the security on the social security number displayed in maintenance and search windows throughout the application. This will not only affect the social security number that displays on the Customer Maintenance window (Central Search> Open a customer), it will also affect how the SSN will display on the maintenance windows that display information pulled from the customer record such as the People tab on the Account Master Maintenance window in the UB module (UB> Maintenance> Account).

Step by Step

1     Open the Maintain DB Security window (SS> Security> DB Security).

• The Maintain DB Security window allows you to set up security on database fields by users or user groups.
• Select if you would like to modify the security of a user or user group. By default the user group security is selected.
  • Click the User icon to modify the database security settings on user accounts. This will change the User Group Selection section to the User Selection section in the Maintain DB Security window.
  • Click the Group icon to modify the menu security settings of user groups. This will change the User Selection section back to the User Group Selection section in the Maintain DB Security window.
• If you have selected to modify user group security settings, the drop-down menu in the User Group Selection section will display all of the user groups that have been created in SS> Security> User Groups.
  • Users can be added to user groups from either the User Group Maintenance window or the User Maintenance window.
  • You can view all of the users attached to a user group in the User Group Maintenance window in SS> Security> User Groups.
• If you are modifying user settings, the drop-down menu will display all users accounts that have been created in SS> Security> Users.
• Select a user or user group to modify.

2     Set the security on a table or field.

• After you have used the Table/Field Help feature to determine the name of the field and/or table you would like to set security on, locate the table and/or field in the Security Settings section.
• Click the Expand button for a module that you would like to set security on.
  • The Expand button will only be enabled after a user or user group has been selected in the drop-down menu.
  • Security on the tables in the System Wide Access group will generally affect multiple windows throughout the Springbrook application.
    • Example: The Customer table is used to store the customer record (SS> Utilities> Customer Master Search) and is used by all of the modules that display customer information.
• You can set up security on a table or on the fields within a table.
  • To set the security of an entire table, highlight a table in the Security Settings section. This will enable the security icons at the top of the window.
  • Field level security will override all table level security inherited by fields within the table.
    • For example: If a table is set up as Full Access and a field within the table is set up as No Access, the field security of No Access will override the table security and the user will not have access to the field. If the security on the field is not set, the inherited table security will not be overridden.
    • Click the Confirm icon to allow full access to the table.
      • Full Access is different than the Security Not Set status because it is an active way of granting complete access to the table. Full Access security on an individual field will override all security access set up on the table containing the field. Full Access security set on a user account will override any security set up on user groups the user is attached to.
    • Click the Read/Write icon to allow read and write access to the table.
      • If a table is set up as Read/Write status, the Delete icon on the maintenance window that maintains the table will be disabled.
    • Click the Read Only icon to allow only read access to the table. When a window containing the fields in the table is opened the value in the fields will display, but the fields will not be enabled for modifications.
      • Click the No Access icon if you do not want the fields in the table to display on any windows.
    • Click the Delete icon to remove all security setting on the selected table. This will change the security setting on all of the fields in the table to Security Not Set.
  • To set the security of a single field, click the Expand button on the table. This will display all of the fields in the selected table.
    • Click the Confirm icon to allow full access to the table.
      • Full Access is different than the Security Not Set status because it is an active way of granting complete access to the field. Full Access security set on a user account will override any security set up on user groups the user is attached to.
    • Click the Read/Write icon to allow read and write access to the field.
      • Users or user groups will not be able to delete data in a field set up as Read/White.
    • Click the Read Only icon to allow only read access to a field. When a window containing the field is opened the value in the field will display, but the field will not be enabled.
  • Click the No Access icon if you do not want the field to display on any windows. If a window is opened that contains the field, a blank space will be where the field usually displays.
    • Click the Delete icon to remove the security settings on the field. This will change the security setting to Security Not Set.
  • Click the Save icon when complete. The Save icon will only be enabled if there has been modifications to the user or user group security settings.