Summary

The Task Security window is used to set up security on Project Management module tasks. This keeps users or user groups from attaching a PM task to transactions in specific modules or the entire application. Users will only be able to attach a PM module task to their timesheets or to invoices if that PM tasks is manually enabled using the PM Security window.

Security can be set up by user or user group. Security set up on a user will override the security that is set up on a user group. For example, if an employee is attached to both a user and a user group, and there is PM security on both, the PM security on the user will apply. This allows you to assign users to user groups and then customize the security on each user by assigning specific security at the user level.

When a user or user group is restricted from using a task code in a module (for example, a user is forbidden from attaching a certain task code to AP invoices), that task code will not display in the selection window that is opened from the Task Code field labels. If the user manually enters the forbidden task code into a Task Code field, they will receive an error message when they try to save the new record.

You should limit access to the PM Security window using the Menu Security feature.

When a user creates a task code using the Task Maintenance window (PM> Maintenance> Task), the user will automatically have system wide access to that task code. For example, if a user creates a task code in the Task Maintenance window, they will be able to attach that task code to their timesheet in the Payroll module or to an AP module invoice line item.

You can also limit access to PM module task codes that are attached to transactions by locking the task (PM> Maintenance> Task> General tab> Locked toggle). Locked tasks cannot be attached to transactions (for example, AP invoices, PR timesheets, etc.).

Step by Step

1     View the PM security set up on a user or user group.

• Open the Task Security window (SS> Security> PM Security).
• PM security can be set up by both user and user group. Use the User or User Group icon at the top of the page to select the type of security you would like to create. Security set up on the user level will override security set up on the user group level.
• Select a user or user group from the drop-down menu.
• All of the PM module task codes will display in the grid, along with the security defined on each.

2     Define security on the task codes.

• The SS, AP, DS, PR, PO, GL and IC columns represent the modules in the application where Project Management module task codes can be attached to transactions. Check the toggle to enable the task code in that module for the user group or user selected in the drop-down menu at the top of the window.
  • GL - PM module task codes can be attached to journal entry line items in the Journal Entries batch process (GL> Journal Entries).
  • AP - PM module task codes can be attached to invoice line items in the AP Invoices batch process (AP> Invoices), and manual check line items (AP> Manual Checks).
  • DS - The Departmental Services module has not been implemented, so this toggle currently has no function.
  • PR - PM module task codes can be attached to timesheets (PR> Timesheets) and timecard line items in the Computer Checks and Manual Checks batch processes.
  • PO - PM module Task and Type codes can be attached to Purchase Order or Requisition line items. When the purchase order or requisition is invoiced, the PM Task will display the PO transaction.
  • IC - PM module task and type codes can be attached to an IC Inventory Transaction in order to track materials costs on special projects.
  • SS - The SS toggle is used to enable the task in the entire application. This will put a check in all of the module columns. The SS module toggle also determines if the task will display in the Task Selection window in the Project Management module (PM> Maintenance> Task), and if it can be used in the Purchase Order module.
    • If a user creates a task (PM> Maintenance> Task), this toggle will automatically be checked.
  • The PM module overview page has a diagram that displays the processes in the application that create PM module transactions.
• You can also use the drop-down menu next to the Enable and Disable icons at the top of the window to make your security selections. Highlight a PM module task code in the grid and then select the security you would like to set using the drop-down menus next to each icon.
• Press ENTER or click the Save icon to save the security.
• Press ESCAPE or click the Exit icon to close the window.