About Groups

If you have multiple users who will access the same types of data, the easiest way to set the security access for each user is to create a Group and assign the user to that group. Rather than having to click the individual check boxes for User permissions, once created, you can simply add a Group(s) to the user and the group's configured security settings will automatically be applied. It is recommended that you use groups, or a combination of groups and user level permissions, to set user security permissions. By default, a user can be assigned to multiple groups, however if requested, Tech Support can turn on the single group feature. This feature allows a user to be assigned to only one Group at a time.

A combination of group and user level permissions means that you assign a group(s) to a user and then override or add to the group permissions at the user level. For example, you have an employee that you want to access all Labor Reports except a couple of the Forecasting Reports, and you want them to only have access to the Gift Shop Revenue Center data. The process for creating this scenario would be as follows:

Create two groups called All Labor Reports and No Revenue Centers and configure them accordingly.
Assign those two groups to the user.
Go to the user's Actions tab and click the Deny checkbox beside the specific Forecasting Reports you want to deny access.
Go to the user's Data tab, expand the tree to reveal all Revenue Centers and click Allow next to the Gift Shop.

The process for configuring groups consists of entering information in the following tabs:

Creating/Configuring a Group

To create a new group:

Click the Group icon.
Select the appropriate Database.
Click the New icon.
Enter a Name for the group.
Click the Save icon.
Proceed to the appropriate tab section (Actions Tab, Group Data Tab, Labor Structure Tab, Execuscope Tab).

It is strongly recommended that you control user permissions with the Groups you created, or use a combination of group and user controls rather than manually setting permissions for individual users.

Actions tab

The Actions tab lists all available functions in all the products you own. You can control a group's access to certain actions pertaining to each module.

Fields on the Actions tab

Field	Description
Item	Displays a list of all available functions.
Allow/Deny	Allows you to control access to specific items and sections of items for this group. You are not required to make a selection for each item. If you neither Allow or Deny a group to access an item, by default, the group will not have access to that item.

Group Data tab

The Data tab lists any available securable data items, such as market groups, KBIs, etc, and allows you to control a group's access to these data items. If you give permission for a group to perform Labor Forecasting in the Actions tab, you will also need to give them access to specific data for which they can do their forecasting, otherwise they will not be able to perform the Action.

Fields on the Group Data tab

Field	Description
Item	Displays a list of the available items.
Allow/Deny	Allows you to control access to specific items and sections of items for this group. You are not required to make a selection for each item. If you neither Allow or Deny a group to access an item, by default, the group will not have access to that item.

Labor Structure tab

The Labor Structure tab provides access to all available job classes in all the products you own. You can control a group's access to schedules, reports and/or configuration.

Fields on the Labor Structure tab

Field	Description
Property	Displays the list of properties in the selected database.
Add Labor Item	(icon) Allows you to control access to items in the labor structure.
Division, Department and Job	Displays all configured divisions, departments and jobs.
Division, Department and Job	Allows you to the control the user's access to the divisions, departments and jobs.
Schedules	Allows you to control the user's ability to modify schedules for the labor items that you specify.
Reports	Allows you to control the group's ability to run reports for the labor items that you specify.
Configuration	Allows you to control the group's ability to modify the configuration of the labor items that you specify.

EXECUScope tab

The EXECUScope tab lists all customized items and reports for the products you own. You can control a group's access to those specific items/reports.

Fields on the EXECUScope tab

Field	Description
Item	Displays a list of customized items and reports.
Allow/Deny	Allows you to control access to specific items and sections of items for this group. You are not required to make a selection for each item. If you neither Allow or Deny a group to access an item, by default, the group will not have access to that item.

Related Topics:
Administering Groups & Users
Users