Managing Password Access
This section provides information about CommerceExpert/WebClerk's "Password Access" editor. The Password feature provides security for certain procedures and record information. The following are the Password groups in CommerceExpert/WebClerk | and their privileges.
Passwords Priviledges File Menu Access Users Groups Control
Password Editor, creating and changing your passwords access.
Play Movie: nB_Passw.MOV
Control Access to all areas
EmployeeRecords Access to "Employee" records
DefaultRecord Access to the "Default" record
UnlockFields Unlocking fields that are normally unendurable
Delete Deleting and voiding records
PasswordAccess This group has no function. Access to the Password Editor is limited to the first two names on the list.
Credit Assigning credit limits
Discount Assigning discount levels
Export Access to exporting data
Import Access to importing data
Apply2Selection Mass modification of records
Archive Allows the archiving of records
AccountingLinks Allows the creation and export of Sales, Cash and Purchase Journals.
Make Payments Allows the input of payments on Invoices.
Product Invoices Allows the creation of product Invoices.
Commission Invoices Allows the creation on commission Invoice.
Costing Allows the viewing of margins from within the Order or Invoice.
Time Status Not used.
EditOrders Allows changing of Orders after the Order has been saved.
EditInvoices Allows changing of an Invoice after the Invoice has been saved. Once a Sales Journal has been created with the Invoice information further restrictions apply.
Edit POs Allows changing of the Purchase Order after it has been saved.
View Commissions Allows the commissions earned to be displayed on t he screen.
Terms Permits the modification of Terms extended.
VeryLimited Has no special access.
ReportEdit permits access to the "UserReport" File. Note, this allows access to scripting.
EditQuickQuote Permits of "Item" records through the "QuickQuote" window.
ChangeSalesID Sales ID is locked. To give someone access to change ID, this will give them privilege to change.
In addition to providing security for CommerceExpert/WebClerk, the access system also maintains a User history --- the "Password Access" editor tracks the number of times a User enters the database and the date of the most recent use. Double click on the users name that you want to see, in User Name record is their history.
Access System Overview
CommerceExpert/WebClerk's Password System is based on Users and Groups. Passwords are assigned to Users. Users are assigned to Groups. CommerceExpert/WebClerk dictates Group's access rights to appropriate parts of the database.
Note: Do not edit any Group's name or position. The code which runs procedures is programmed using the names as they are set up.
A User types his Password to open the database. Depending on which Group or Groups the User belongs to, and which part of CommerceExpert/WebClerk the Group or Groups have been assigned, the User operates the parts of the database that his Group membership allows.
The User operates the database in a normal fashion. When the User attempts to use a record or procedure that the Group is not permitted to use, CommerceExpert/WebClerk displays an error message. A sample is shown below.
CommerceExpert/WebClerk has created access Groups. They are used in the programmed code and should not be changed. Passwords are assigned to Users and Users to Groups.
To open the "Password" editor: File menu >> Password Editor...
Password is also accessed by: Admin Dept>> Records menu >> Employees. Click on the employee desired to edit or get information.
The "Password Access" editor displays four scrollable areas. In the upper left is the User list displaying User names. The users designated Designer and Administrator appear at the top of the list. In the lower left is a list of Groups in which the highlighted User is included.
In the upper right is the Groups list displaying the names of Access Groups. In the lower right is a list of Users belonging to highlighted Group.
When the "Password Access" editor is active, the Password menu is available.
Use the commands on this menu to add Users and Groups.
Adding Users and Passwords
To add a User and assign a Password, follow these steps:
1. Password menu >> New User or, if there are User symbols with no name assigned, double-click on the symbol and assign an Employee to it.
CommerceExpert/WebClerk displays the "Edit User" dialog box.
The dialog box provides areas for entering a User name and Password. In addition, the Designer or Administrator can view information about an individual's use of CommerceExpert/WebClerk.
2. Type the User name in the "User name" field.
Note: Enter the User name exactly as it is in the "Names ID" field in the "Employee" record.
3. Type the desired password for the User in the "Password" field.
Use up to 15 alphanumeric characters for a Password. The "Password Access" editor is case sensitive --- the User must enter the Password exactly as it is entered in the "Edit User" dialog box. For example, if you define a User's Password as "alPHa", the User must enter it with a capital P and capital H, or CommerceExpert/WebClerk will not accept the Password.
Note: After you specify a User Password, that Password is not available for view the next time you open the dialog box. Asterisks display in place of the Password characters.
CommerceExpert/WebClerk does not use the "Start-up Procedure" field at this time. Leave it blank.
Last use tracks the last time the User opened the application.
Number of uses tracks the number of times the User opens the application.
4. Click "OK" to save the User information.
To change User names and Passwords, follow these steps:
1. Highlight the User name in the list of Users and Password menu >> Edit User , or double-click the User name.
CommerceExpert/WebClerk displays the "Edit User" dialog box.
2. Make the modifications needed in the dialog box.
3. Click "OK" to save the changes made to the User profile.
Assigning Users to Groups
Users can be assigned to any Group. User can be assigned to several Access Groups. Users are not required to be assigned to any Access Group.
To assign a User to a Group, drag the User name from the Users list over the name of the desired Group in the Groups list, then release the mouse button.
The User name appears in the lower Groups list of Users assigned to the selected Access Group. The Group name appears in the lower Users list of Groups assigned to a selected User. The assigned User now has all the privileges that are provide for that Group.