File Management Security

The File Management option is different from the rest of the applications. It provides a method to secure the File Management options, such as the Billto file and Item File, based on three access levels: User, Authority Class, and Global.

Press F11 to toggle between 4 different areas of permissions: Access Levels (shown in the example below), Manage Filters, Allow To Download, and High Level Access.

Access Levels

Each user has three access levels:

User - Overrides the Authority Class and Global settings. User settings are established via menu option NAV 5 option "W".
Authority Class - Overrides the Global settings. Authority Class settings are established via menu option NAV 2.
Global - Applies to all users unless overridden.

The following security/access levels are available:

Blank - Uses the setting from the next level, which for global settings is authority class.
0 - Not allowed. This setting might be used for files that display cost and pricing information. Files assigned a "0" will not display on the application unless the user or authority class overrides the global setting.
1 - Allows an inquire into the file.
2 - Allows for updates and changes to a file.
3 - Gives mass update capability. This feature enables you to update multiple records at one time. This is a very powerful and potentially dangerous option.

Manage Filters

The File Management Navigator application uses filters to narrow the search results. For example, you can limit Billto Accounts displayed to your best customers by using the ABC codes.

The available settings are:

0 - Saved filters - No buttons to save, manage, or reset. User can only work with filters that are available via the dropdown.
1 - Ad Hoc - Ability to create filters on the fly. Cannot save newly created filters. User can work with filters that are available via the dropdown.
2 - Save Private - Save and manage filters for yourself. No public option available - Only private.
3 - All Filter Mgmt - All Public/Private filters available. Can only manage "your" private/public filters.

Download Capability

This capability grants or denies the user the ability to download reports as Excel spreadsheets on a file-by-file basis. You can allow a user to run a report of ABC codes, but then deny them the ability to run a report that displays costs.

If downloading ability is granted, the Excel spreadsheet icon displays in the upper right hand corner when the file is accessed.

Mass Update

The F9=Update All function allows you to make all the settings at one time.

This function is available at the bottom of the screen for all 4 of the permission areas: Access, Manage Filters, Download, and High Level Access.

This option is a good way to set up new users with a baseline of settings. The settings can then be individually tweaked as needed.

Enter the appropriate setting level for each of the three functions. If a field is left blank, the system does not change or update anything (i.e. it does not make all the settings blank).