Comparing System and Organization Security Menus

The system has two types of security—System Security and Organization Security. The following sections help you determine in which database menu selections are stored.

System Security

System Security refers to security stored in the NPSSQLSYS database, which is distributed with the system. Therefore, you have one system database for all organizations you create. This also means that System Security changes, like setting up a user, only have to be done once, and then it is available in all organizations moved to the Selected Items box on the Security>Maintain Users form. System Security rights apply for all organizations in which the user is logged on.

Below are the Administration menu selections that are associated with System Security. You use the Security>Set Up System Menus form to grant security to these menu selections. Because these changes are stored in the NPSSQLSYS database, you need to do this once for every user that needs system level security:

  • File>New Organization, New Consolidated Organization*, Backup, Restore, Compress, Create Client Consolidate File*, and Print Setup
  • Reports>Lists>User Information
  • Organization>Default Table Structure
  • Security>Maintain Users, Set Up System Menus, and Manage Audit Trails>System Audit
  • System>Manage Concurrent Users, Current Activity, and Activate License
  • Options>System Preferences

*This menu selection displays if you have installed the appropriate module.

Organization Security

Organization Security refers to security stored in the organization database. This database is created when you create an organization (File>New Organization). Therefore, you have one organization database for each organization you create. This also means that Organization Security changes, like setting up a group or users' organization security, must be made in each organization.

Note: You must give the user access to the organization (Security>Maintain Users), so that the user is available in the organization.

Below are the Administration menu selections that are associated with Organization Security. Use the Security>Set Up System Menus form to grant security to these menu selections. You need to do this for each organization:

  • Reports>Lists>Security, User Information, Group Information, Account Level Security, Advanced Organization Audit*, Requisition User Information*, User Defined Fields*, UDF Default Sources, and Currency
  • Organization>Organization Information, Organization Preferences, Add a Module, Set Up Modules*, Data Integrity Checks, Consolidate Transaction History, Remove Payroll History, Set Up User Defined Fields, Set Up UDF Default Sources, Attachments, and Currency Setup
  • Security>Maintain Groups, Set Up Organization Menus, Set Up Account Level Segments, Set Up Account Level Security, Manage Audit Trails>Summary Organization Audit, and Requisitions>Set Up Requisition Users* and Set Up Category Approvers*,

*This menu selection appears if you have installed the appropriate module and system.

Note: All Accounting, Payroll, and Requisitions menus are available for selection.