Q: How do I setup user access and privileges in my PDS program?


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A: Adding security to your program is a preventative measure to allow those with proper knowledge and reason to access sensitive areas of data. It allows the LOG file to track operator usage and helps control information privacy and operator error. There are similar security features for Church Office, Formation Office, Facility Scheduler, Ledger and Ledger/Payroll.

The programs offer 3 levels of general security: None, Name Only, and Name/Password. The program defaults to None.

The first step is assigning a Security Administrator. The Security Administrator will have access to all facets of the program and controls assigning the access of others.

  1. From the Main Menu, choose Users and Passwords.
  2. Click on Add User. Fill in the Security Administrator's name and password, if required.
  3. Phone number is optional.
  4. Name Breakdown defaults to 'Show Always'. The User's Guides have more information on this option.
  5. Select Access Privileges. For the Security Administrator, click on Mark All All Access.
  6. For Church Office, Formation Office and School Office, select Individual Fund Access. For the Security Administrator, click on Mark All All Access.
  7. For Ledger and Ledger/Payroll, select Special Privileges. For the Security Administrator, check the box for Authorize Payment of Invoices.

Now we can create the other users and assign their privileges.

  1. Click on Add User.
  2. Select Access Privileges to assign privileges for each user.
    • All Access gives All Privileges to that function, including modifying and deleting.
    • View Only allows the user to view information only, with no ability to make changes or add new information.
    • No Access stops the user from viewing or accessing that area of the program.

Now we can select the type of security you want to set up. This in itself is a privilege, and only the Security Administrator should have access to this function.

  1. Choose Security Method.
  2. Select either None, Name Only, or Name and Password required. If you set this option to None, the setup of Users above does nothing.
  3. These changes will not take effect until you restart the program.

    When you restart the program, it should now ask you for Name and/or Password.

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