If you have multiple users who will access the same types of data, a 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 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. With this feature, you can assign a user 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:

Actions Tab
Data Tab
Labor Structure Tab
Budget Lines Tab
EXECUScope Tab
Authorization Tab

Creating/Configuring a Group

In the toolbar, click the Main Menu icon ( ).
From the drop-down list, under the Admin section, select Security.
The Security screen appears in a separate tab.
Click the Edit Groups 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).

Tip

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

RMS

products you own. You can control a group's access to certain actions pertaining to each module.

Fields on the Actions tab

Field	Description	Notes
Item	Displays a list of all available functions.
Allow	Give 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.
Deny	Deny 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.

Data tab

The Data tab lists any available securable data items, such as market groups, KBIs, etc, and controls 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 Data tab

Field	Description	Notes
Property	Displays the list of properties in the selected database.
Item	Displays a list of the available items.
Allow	Give 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.
Deny	Deny 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

RMS

products you own. You can control a group's access to schedules, reports and/or configuration.

Fields on the Labor Structure tab

Field	Description	Notes
Property	Displays the list of properties in the selected database.
Add Labor Item	Control access to items in the labor structure.
Delete Labor Item	Deletes a labor item.
Division	Displays all configured divisions.
Department	Displays all configured departments.
Job Class	Displays all configured jobs.
Schedules	Control the user's ability to modify schedules for the labor items that you specify.
Reports	Control the group's ability to run reports for the labor items that you specify.
Configuration	Control the group's ability to modify the configuration of the labor items that you specify.
Approval	Determines the user's ability to approve schedules in the Schedule Approvals screens. For more information, see Schedule Approvals.	When setting up new users, the Approval check box is the only check box that is not selected by default.

Budget Lines tab

The Budget Lines tab lists all configured Budget Lines. You can restrict a user's access to specific budget lines.

Fields on the Budget Lines tab

Field	Description
Property	Displays the list of properties in the selected database.
Budget Lines	Displays a list of the configured Budget Lines available for this user to access.
Access Level	Control access to specific Budget Lines for this user. Available access levels are: Hide—Users will not have access to that budget line. Show Line Only—Users will be able to view, but not edit, the budget line. Show Line and Values—Users will be able to view and edit the budget line.

EXECUScope tab

The EXECUScope tab lists all customized items and reports for the

RMS

products you own. You can control a group's access to those specific items/reports.

Fields on the EXECUScope tab

Field	Description	Notes
Item	Displays a list of customized items and reports.
Allow	Give 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.
Deny	Deny 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