Set Up Organization Menus

Access this form with Administrative user rights using Security>Set Up Organization Menus.

Use this form to set up security rights for a user or group in the active organization (the organization currently open). This form allows rights to be granted to organization-specific menus. A user has no rights in an organization until you open the organization and assign the rights on this form.

If a user is selected that is part of a group and the Display All Rights check box is selected, the Set Up Menus box includes both the user's individual and group rights—referred to as cumulative rights. Cumulative rights are security rights assigned to a group and to a user within the group, that are combined with no precedence.

Note: If the user selected is not a part of a group and the Display All Rights check box is selected, you will not be able to edit the security rights because the system cannot save your selections.

 

Type: Either select "User" or "Group" to determine if the system should display a list of users or groups in the ID drop-down list.

ID: Select a user or group in which to assign organization rights.

• If "User" is selected in the Type box, the drop-down contains existing users in the active organization.
• If "Group" is selected in the Type box, the drop-down contains existing groups for the active organization.

All groups were created using Security>Maintain Groups, while users were created using Security>Maintain Users.

Display All Rights: For Type User, select this check box to display all of the user's individual rights at the same time, including the rights for any groups in which they belong. Note that the Rights check boxes are not available for editing and the Save button is disabled.

Note: If "Group" is the Type, this check box is not available, however, the Rights check boxes are available; making the security rights editable.

Set Up Menus Box: This box displays the MIP Accounting menus.

• Double-click on an item—or single-click on the plus (+) sign next to the item—to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply double-click its name, or single-click the minus sign.
• To the right of each item, the system displays the letters V,E, D, A, P, and S. These letters indicate which rights the user has for a particular menu selection. The letters appear black if all of the sub-levels are assigned, and gray if only some of the sub-levels are assigned. The letters do not appear at all if none of the sub-levels are assigned. The rights are abbreviated as outlined below.

Rights: Highlight a menu selection in the Set Up Menus box, then select the check boxes to grant the user or group (depending on what was selected in the Type box) various rights.

• View Existing Records: Allows the user/group to open and review a previously entered item.
• Edit Existing Records: Allows the user/group to change information for a previously entered item.
• Delete Existing Records: Allows the user/group to delete a previously entered item, thus removing it from the database.
• Add New Records: Allows the user/group to enter new items.
• Process Records: Allows the user/group to perform a process, such as Close Fiscal Year.
• Display Sensitive Data: Allows the user/group to view fields that contain sensitive information, such as, bank account numbers and social security numbers, in the Maintain>Vendors and Maintain>Payroll>Employee Information forms, and related reports. Note that the associated module must be owned and added to your system, in order to grant these rights.
  • If the Display Sensitive Data check box is not selected, the sensitive data field will display the last one to three number of characters, preceded with asterisks. Unless the number of characters is eight or greater in length, then the last four digits display. For example an eight-digit bank account number will display as ********, a nine-digit social security number will display as ***-**-0000, and a 7-digit bank account number will display as ****099.

Note that when adding user rights for the Maintain>Payroll>Employee Information menu, the Display Sensitive Data check box is automatically selected. If you clear the Display Sensitive Data check box, the system will automatically clear the Add New Records check box as well. So that the user or group will not be able to add New Records. You will need to select the Add New Records check box after selecting the Display Sensitive Data check box.

Description: The system displays a description of each menu selection, as it is highlighted.

Group Assignments: The system automatically displays any groups in which the selected user is a member (if appropriate).

• When you click on a menu selection within the outline, the Group Assignments box will display actual group rights (VEDAPS), if the menu selection is part of a group.
• If the menu selection is not assigned to a group, the system simply continues to display the groups in which the user is a member.