SESSION TWO SECURITY AND GROUP PERMISSIONS Security and Group Permissions

In this session we will establish your different user groups and set up permissions for each group. We will perform a review of a standard Organizational Hierarchy to help visually show how role based group security can be implemented, by defining each group from Administrative to Technician, to Web Requestors. Group Screen Settings/Views and Master Security will also be covered in this session. Definition of Sprocket User and Group security Definition of each existing group in Sprocket deployment Review of a standard Organizational Hierarchy to help visually show how role based group security can be implemented Screen Layout Manager Permissions Group Screen Settings Group Permission Data Collection Excel Template Instructions Security and Group Permissions SECTION ONE Security Overview

Security and Group Permissions Definition of Sprocket User and Group security Autonomous Groups – The autonomous group allows for the ability to apply permissions at a user level. Each User created in the system will have an “Autonomous Group” Groups - The Groups module allows the Sprocket System Administrator to manage the groups for the users. In this module they will be able to Create, Clone, Edit and Delete groups. Some examples of Groups that are typically created are Role Based groups such as: Technician, Administrator, Maintenance, Lead, etc. You will have the ability to place one or multiple users into a common security group for access, approval, assignment and other custom permissions

Security and Group Permissions Groups - The Groups module allows the Sprocket System Administrator to manage the groups for the users. In this module they will be able to Create, Clone, Edit and Delete groups. Some examples of Groups that are typically created are role based groups like Technician, Administrator, Maintenance, etc.

Security and Group Permissions Definition of each existing group in Sprocket deployment Default Users – (This is the group that is used for base configurations of the site) All new users that are created are put in this group automatically Work Order Approval Group Group used for progressing a type of work order from Waiting for Approval state and status No other permissions applied to this group PR Approval Default group to approve Purchase Requests Web Requestor Restricted group to only allow submission of requests and viewing the requests they have submitted. System Administration Full access to site Estimators Users that are authorized to create Estimates for Projects

Security and Group Permissions Group Management: The Group Management Console allows you to easily add or remove Groups on User records. If you wan to make changes to an individual user, the use the User tab, but if you wan to add/remove multiple users from a group, then use the Group tab. User– In the User Tab you can add/remove Group(s) from the selected User. 1.Enter Username 2.Highlight Group you want to Add to the user by clicking on the Group Name. 3.Click the Right Arrow to move the group over 4.Highlight the Group you want to Remove in the Assigned Groups box and click the Left arrow to remove that Group from the user

Security and Group Permissions Group– In the Group Tab you can add/remove User(s) from the selected Group. The Group tab allows you to easily move large amounts of Users in or out of a selected Group. 1.Select a Group 2.If you want to add a User to the selected group, type in the User’s username and click the Add button 3.If you want to remove User(s) from the selected Group, check the box next to their username and click on the Remove Checked button

Security and Group Permissions Master Security In the Master Security module, the Sprocket System Administrator will have the ability to provide specific Security Settings to each Screen, Field and Object on the Sprocket website. By selecting the desired Screen console, Field table or Object, the user has the ability to Allow or Deny specific areas in Sprocket. Also, within the Master Security module the user will be able to create customized permissions if needed. *Note: This portion is recommended that the user contacts Sprocket Technical Support for assistance.

Security and Group Permissions Screens Tab Show or Hide modules and/or screens. This is the fastest and easiest way to set high level permissions for a particular User or Group. Remember to click on the “Apply Changes” button at the top right of the screen you are finished.

Security and Group Permissions Fields Tab Allows the ability to hide, make required, read-only and/or Not Reportable for any user or group for any field in any table. This will set the permission on that field Globally across the system. *Note- Please consult Technical Support before making changes to this security tab.

Security and Group Permissions Objects These are pre-built permissions for objects in the system That enables you to establish Allow or Deny permissions for any User or Group for any Object Permissions that are built. Locations The Locations tab allows you to hide locations to any user or group in the system. This feature hides ALL records that use that specified location. This tool is commonly used in Storeroom restrictions for inventory, and Locations restrictions to hide different records from departments.

Security and Group Permissions Create a Permission- You have the ability to create your own custom permission for any object in the system. Once you create the permission, that permission will be available in the Objects tab. Object List of objects within Sprocket Object ID Readable value through interface Permission Types Edit/Add/Delete/Show/Require Defaults Denied or Allowed

Security and Group Permissions Global Allow Same as No permission set Global Deny Everyone is denied access until they are given an Explicit Allow permission Explicit Allow Any permission in the system and allowing that user or group Allow permission Explicit Deny Any permission in the system and setting the user or group with a Deny permission *Deny permission supersedes all other permissions

Security and Group Permissions Defining an Organizational Hierarchy to help visually show how role based group security can be implemented by using the Group Permissions template Dispatch Techs Leads/Supervisors Managers Administrators Etc. Permissions Screen Layout Manager- Manage Overview My Requests My Work Orders Explain Practical uses for the other screen

Security and Group Permissions Request Screen Manager- By choosing the following, you will have the Group Screen Settings tab appear. Request Type Request Code Screen Type Group Screen Settings Tab- Once you have selected the Screen Type you wish to apply permissions to, click on the “Group Screen Settings” tab at the top of the screen. In the Group Screen Settings, you will be able to apply Show/Hide permissions to an Autonomous Group (User) and/or Group. Just un-check the boxes under the fields that you wan to hide for that User or Group. *Note - Required fields will show regardless of the settings on this screen.

Group Permission Excel Template Instructions- Upturn will provide a template to help define the permissions for the Role Based Groups you have created for your Facility’s operation. Each tab in the workbook is based on the Default Deployment of the Sprocket site. Some screens may not match due to customizations made for your Facility. Group Naming Sheet - Groups Tab a.In the Group Permissions Data Collection Template are several Tabs within the Excel Workbook. Starting with Tab 1: Groups. Here you will name your specific Groups for your organization, for example change [Group 1] to Administrative, [Group 2] Technicians, etc. You can rename by clicking into the cell that says [Group 1]. You will notice that when you change the name in this page, when you navigate to another tab/page within the excel document, your Group Name will now be changed for the whole workbook. Security and Group Permissions

Permissions Tab a.Here you will put an ‘X’ within the cell of what you want each of your groups to be able to see/have access to for each Console and/or Screen. Security and Group Permissions

Work Order Screens a.Each tab that represents a Work Order screen will the Dispatch Actions, Search Filters and Grid Column from the Default Deployment. b.Fill out each form to show the allowed Dispatch Actions, Search Filters and Grid columns for each Group. Security and Group Permissions

New Work Order Screen a.In the New Work Order tab in the workbook, you will have the ability document the Show/Hide for each field in the New Work Order screen for every group in your Group Permissions Template b.Fill out each form to show the allowed Fields for each Request Type in the system. Create a new form if you have any custom Request Types to document those configurations. c.Also, fill out the form for the Left Panel on the New Work Order screen Security and Group Permissions

Work Order Detail Screen a.In the Work Order Detail tab in the workbook, you will have the ability document the Show/Hide for each field and Dispatch Action in the Work Order Detail screen for every group in your Group Permissions Template b.Fill out each form to show the allowed Fields for each Request Type in the system. Create a new form if you have any custom Request Types to document those configurations. c.Also, fill out the form for the Tab Settings on the Work Order Details screen. Security and Group Permissions

You have now learned Security and Group Permissions in Sprocket. In the next Session, you will learn how to set up the look of your Work Order Forms and Grid Layouts. If you have further questions, please contact your Sprocket Consultant.