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A guide to security and access rights

Created on  | Last modified on 

Summary

It's important to secure your software so that only authorised users can open the software and view the information contained within it. In Sage 50 P11D, you can set up and change user names, passwords and access rights.

Resolution

Create a password for the Administrator user name

The Administrator user name is created automatically by Sage 50 P11D. Whoever is designated to use the Administrator user name has access to the entire software, and is responsible for assigning access to other users. If you use Sage 50 P11D Professional, the administrator has access to an Audit Trail option where they can see user activity within the software.

  1. Click Settings, then click Security.
  2. Click Change Personal Password, then enter a password for Administrator.
  3. Click Save.

The next time you log into Sage 50 P11D, you won't be able to log in as the Administrator without entering the new password.

Set up individual user names and passwords

You can create individual user names and passwords for each person who uses the software. If you're using Sage 50 P11D Professional, more than one person can use the software at the same time, in this case you must set up separate user names for each person who will use the software.

  1. Click Settings, then click Security.
  2. Click Access Rights, then click Add.
  3. Complete the Add New User window as follows:
    • User - Enter the person's name.
    • Password - Enter a password to be used with this logon name. Or, to allow this person to log in without a password, leave the box blank.
  4. Click Save, then click Close.
Set up access rights

For each user, you can specify which areas of the software they have access to. For example, you may want to restrict access to the File menu for a particular user.

  1. Click Settings, then click Security.
  2. Click Access Rights then, from the Users pane, select the required name.
  3. To select access to individual areas within each main section, to expand the section, in the Access pane, click the plus sign then select or clear the required check boxes.
  4. From the Access pane, select the areas to which you want this person to have access.
  5. To select this person's level of access to Employee Records, complete the Employee Record Access area as follows:
    • Access Record Level - To set the level of employee to which this person has access, enter the required access level number.

    This must be a number from 0 to 9, where 9 is the highest level of security.

    • Include Lower Levels - If you want this person to have access to all Employee Records with the same access level as their own and below, select this check box. To allow them to see only those records that have the same access level as their own, clear this check box.
  6. To save the access rights and return to the Sage 50 P11D desktop, click Save, then click Close.
Change access rights, user names and passwords
  1. Click Settings, then click Security.
  2. Click Access Rights then, from the Users pane, select the required logon name.
  3. To change the user name or password, click Edit.
  4. Remove the existing name or password, then enter the new details in the box provided.
  5. Click Save then, to change the access rights, from the Access pane, clear or select the check boxes for the individual areas.
  6. To delete the user name, click Delete, then click Yes.
  7. Click Save, then click Close.
Set up employee access levels
  1. From the Employer outline pane, select the required employer.
  2. From the employee list, select the employees whose access level you want to change.
  3. On the Employee menu, click Assign, then click Access Level.
  4. From the Which Access Level do you want to allocate? drop-down list, choose the access level to assign.
  5. Click Save, then click Yes.
  6. Click OK.

 


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