Top to Bottom Security

1. Top to Bottom Security Julia Gabbard September 11, 2012

2. Today’s Overview

3. Field Roles vs. Menu Roles

4. Security Role Maintenance • Found off of System Utilities > System Setup. • Setup for both Menu and Field Roles. • Go easy to start and lock down as needed.

5. Menu Roles • A brand new GE installation will not yet have had any security setup and therefore all users will have full access to all aspects of GlobalEdge. • Adding menu security involves creating a “Menu Role” which blocks access to menu options added to that Role. • Assigning users to the Menu Role gives them access to that Role’s restricted menu options. • Complies with the Sarbanes–Oxley Act for separation of duties.

6. Sarbanes–Oxley Act Impact • Each Function (aka Menu Option) in the system can only belong to one role. • A single role can be shared across multiple users. • Users can belong to multiple roles.

7. Finding Menus/Submenus • Select System Utilities > Development Utilities > Menu Maintenance • This is a good place to become familiar with the menu “tree”.

8. Setting up a Menu Role • Select [F2-New] to begin • Give it a Menu Role Name. • Be consistent with your names • Consider using the 2 digits module code followed by a “-” then brief description • Provide a Menu Role Description • Utilize Remarks, if desired. • Then under the “Menu Role Details” tab select which menus (aka functions) to restrict.

9. Let’s see it in action!

10. Field Roles • Used to secure any component of any screen • Buttons, tabs, fields, checkboxes, if you can see it on a screen you can secure it. • In most cases, the screen components can either be disabled or hidden altogether.

11. Setting up a Field Role • Select [F2-New] to begin • Give it a Field Role Name. • Be consistent with your names • Consider using the 2 digits module code followed by a “.” then brief description • Provide a Field Role Description • Utilize Remarks, if desired. • Then go to the screen you want to secure and complete the setup.

12. Let’s see it in action!

13. User Maintenance Options

14. User level security Via User Maintenance you can restrict access to… • The visibility of certain Dispatch Boards by Division. • SO Entry, so user can only create Quotes. • SO Entry for only designated Divisions • Specific Warehouses (for Item Inquiry, PO Entry, and Transfers) • Specific sales Price Levels • Maximum PO Amounts • Maximum Order/SO Credit Approval Amounts • Creating Stock PO’s, Negative PO’s, or PO’s via Order/SO Entry • And lots, lots, more…

15. User Maintenance

16. Maintaining Secure Logins

17. Why have secure logins? • Many processes in GE record the user’s details. So you can see who entered the Service Order, who approved the credit release, who received the PO, etc. • If no one knows anyone else’s passwords, then you have a truly secure system where you know you can rely on the user tied to each of the records. • Plus then all the security you took the time to setup isn’t being skirted around because one guy just logs in with the other guys password.

18. Let your users pick In System Control Maintenance (under the GL Setup menu) is an option on the {Connection Details} tab to establish the “GE Password”. Your users will use that to setup their own login password to GE. Just select the “Reset Password” checkbox in their User Maintenance screen and the next time they log into GE they’ll use the “GE Password” and then be prompted to reset their login. Selecting “Minimum Password” requires your users to create a minimum 6 character password with upper and lower case and one special character.

19. Resetting the Password • Once the “Reset Password” checkbox is selected, the only password GE will accept from that user is the “GE Password”. • When they enter that they will see the below prompt: • Selecting Yes will launch the above User Password Change screen.

20. Let’s see it in action!

21. Password Expiration In addition to allowing your users to reset their password, you can also set it to expire after X many days.

22. Password Protecting Screens

23. Setup • First to note, this only works on menu options that launch screens, you can’t use it to require a password to access a submenu. • Go to System Utilities > Development Utilities > Function Maintenance and find the menu item to password protect. • Select [Security], enter a Password and [F8-OK] to save it.

24. Let’s see it in action!

25. Summary • You can establish security in GE to restrict access to designated menu options (aka functions). • You can restrict access to screen components like buttons and tabs. • You have many security settings in User Maintenance. • Allowing users to create their own passwords is the most secure system. • And you can put passwords to restrict access to certain screens.

26. For more information We have a 30 min video on Youtube that goes over Menu Roles in more detail. http://youtu.be/qC-0j1aRvf0 There is also a document online covering Menu & Field roles along with password protecting screens: http://www.davisware.com/supporttraining/Procedure%20Guides/UT%20Security%20Setup.pdf

27. Questions?