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User Security - Group Maintenance

Access Group Maintenance by using Millennium Explorer Tools > System Upkeep > User Security. You must be a system administrator to access User Security.

This topic provides step-by-step instructions for the following Group Maintenance functions:

Create a New Database Group
Create a New Database Group by Copying an Existing One
Update a Database Group
Delete a Database Group

For background information about Group Maintenance, refer to the User Security - User Maintenance topic.

Create a New Database Group

Log on as a Millennium system administrator or as the database administrator.
Access Group Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
Point to the Group Maintenance group header Edit Button (or to an Edit Button to the left of any Database Group Name) and click Insert. The Enter a New Group page will be shown. All fields marked with an asterisk (*) are required.
Type the name of the Database Group in the Group Name box. This name can be up to 30 characters in length and begins with an alphabetic character. Subsequent characters may be alpha or numeric. An underscore "_" is acceptable where all other punctuations or special characters are not permitted (examples include, but may not be limited to: the at sign '@', pound sign "#", hyphens, dashes, or spaces).
Assign Views to the data tables.
Repeat these steps for each table for which you want to assign views.
1. Click the name of the data table in the Table List box. Listed in the Insert, Update, Delete and Select boxes are the names of the views that are available for the selected data table, and for the view type (table function) that each box represents (Insert, Update, Delete, Select).
2. If you want to assign the same view to all of the view types (table functions), then select the view name from the Insert box, and click Assign Insert to All.
  Pending views can not be assigned to the Select view type (table function). When you select the pending view name in the Insert box and click Assign Insert to All, you will note that the Select box does not update to show the pending view name.
3. If you want to assign different views to the different view types (table functions), then select the desired view name from each of the Insert, Update, Delete and Select boxes individually.
  Exercise caution when assigning different views. For example, if a group is allowed to insert rows into a data table but restricted from selecting rows from the table to display, a user can create a row, but will not be able to see it once it has been inserted into the data table.
4. If you are creating a Database Group for Soft Edit users, please refer to the Soft Edit topic for additional instructions.
Click Reset All Views button to reset the group's views on all tables to the original set up. You will be given an opportunity to confirm your intention to reset all views.
Caution! Using Reset All Views will undo every view assignment (for every table) that you have made for the Group.
The Lookup Table Access box lists the lookup table maintenance permission options that you may choose for this Database Group.
1. No Lookup Table Access - Members of this group may not view, create, edit, or delete entries in any lookup table within table maintenance.
2. Select Access Only - Members of this group may view entries in any lookup table via lookup table maintenance, but may not create, update or delete.
3. Select, Insert, Update, Delete - Members of this group may view, create, edit, and delete entries in any lookup table.
The default option is No Lookup Table Access. Click one of the other options to change it.
(Note that Access and Maintenance permissions can also be applied to individual lookup table entries based on the Access and Maintenance settings within each lookup table entry.)
The Membership Processing box lists the Membership processing options that you can choose for this Database Group.
1. Dues - the system will link the creation of a Membership row to the creation of a Dues row. The system will automatically prompt for the creation of a Dues row before processing a Membership. Conversely, the system will automatically prompt for the creation of a Membership row after inserting a Dues row.
2. Membership - the system will create a Membership row without any automatic linking to either Giving or Dues.
The default option is Dues. Click Membership to change it.
The Default Queue box lists the Reporting Queues that have been created at your site. To assign a default report queue to this group, select the desired queue from the list. If you do not assign a default report queue to this group, then the default queue will be the system default queue, which is the first queue listed on the System Information page, under the Reporting Queues header.
1. When a new user is assigned membership to a group that has been assigned a default report queue, the default report queue for the new user will default to the default report queue of the group. You can, if you desire, change the user default report queue before inserting the new user into the database.
2. If you edit the group's default report queue - either assign a default queue to the group for the first time, switch default queues from one queue to another, or reset the group's default queue to (none) - then the default report queue for those users who had the same default queue as the group's will automatically change to the group's new default report queue. The default queue remains unchanged for those users who had a different default queue.
The Default Printer box lists all Printers that are associated with the default Report Queue that you have just assigned to the Database Group. If no printer is associated with the Queue, the only available option in this list is (none). If you want to assign a default report printer to this group, select the desired printer name from the list. If you do not assign a default printer to this group, then the default printer for the default queue will be the first printer listed for the particular queue; this list is located on the System Information page, under the Reporting Printers header.
1. A default queue must be assigned to the group before you can assign a default printer.
2. When a new user is assigned membership to a group that has been assigned a default report printer, the default report printer for the new user will default to the default report printer of the group. You can, if you desire, change the user default report printer before inserting the new user into the database.
3. If you edit the group's default report printer - either assign a default printer to the group for the first time, switch default printers from one queue to another, or reset the group's default printer to (none) - then the default printer for those users who had the same default printer as the group's will automatically change to the group's new default printer. The default printer remains unchanged for those users who had a different default printer.
The Social Security Mask lists the masks that can be applied to the social security number display for every user who is a member of the group.
1. Default Mask applies the System Defined Display Mask, which is an Millennium System Option.
2. No Mask displays the entire number.
3. Last Four Visible Mask masks all but the last 4 digits.
4. Complete Mask masks the entire number.
Default Mask is selected by default. Click one of the other options to change it.
Bank Account Mask shows a pull-down list of the masks that can be applied to the bank account number display for every user who is a member of the group.
1. Default Mask applies the System Defined Display Mask, which is an Millennium System Option.
2. No Mask displays the entire number.
3. Last Four Visible Mask masks all but the last 4 digits.
4. Complete Mask masks the entire number.
Default Mask is selected by default. Click of the other options to change it.
Paya Payment Solutions Processing - If your site has subscribed to Paya Payment Solutions, credit card and bank draft transactions can be entered with one of two process methods - Real-time or Vault Only (or None). Determine which of these process methods users within the group can utilize when they insert credit card and bank draft rows. They may have access to one or two, or None.

When a user is assigned membership to a group that has access to one or both process methods, that user has access to the same process methods as the group. You can remove access to one or more of the process methods from that user. Conversely, you can grant access to certain process methods without having to grant access to those same process methods to the group as a whole. If you change access for the group, the change will cascade to all of the users that belong to the group. See User Maintenance.
Default access to these Paya Payment Solutions Tools - Pledge Processing is a Paya Payment Solutions tool used to create payments that are due to the institution, and automatically process those payments, for pledges and sustainer pledges that are tendered by credit card or bank draft. Virtual Terminal links to the Paya Payment Solutions Virtual Terminal outside of Millennium for the purpose of manually processing credit card and bank draft transactions. Determine which of these tools the users with the group can access. Grant access to one, two, or all three by checking the appropriate check box (s).

When a user is assigned membership to a group that has access to one or both three processing tools, that user has access to the same tools as the group. You can remove access to one or more of the tools from that user. Conversely, you can grant access to one or more of these tools without having to grant access to those same tools to the group as a whole. If you change Tools access for the group, the change will cascade to all of the users that belong to the group. See User Maintenance.
Administrator Settings
1. Grant Rights to Data Examiner Tables - if checked, the group will have full access to all of the pending tables used by the Online Constituent Directory, the Advanced Data Examiner and the Advanced Data Examiner Import Tool. These are optional Millennium components. If your site does not subscribe to them, this option will be disabled.
  
  Rights to the Data Examiner cannot be granted for an individual user, but are granted to the group as a whole.
  
  Soft Edit users must be granted rights to the Data Examiner Tables as well.
2. Report Admin -check this option to grant Report Administrator privileges to all users within the group. A Report Administrator can open a report owned by any other user, make changes to that report, and assume ownership of that report.
  
  When a user is assigned membership to a group with Report Administrator privileges, by default that user is also a Report Administrator. You can remove the Report Administrator privileges from that user. Conversely, you can assign Report Administrator privileges to an individual user without having to grant Report Administrator privileges to the group as a whole. If you change Report Administrator privileges for the group, the change will cascade to all of the users that belong to the group. See User Maintenance.
When the Group definition is complete, and Views have been assigned to all desired data tables, click on Insert to create the Group. You will be returned to the User Security display. The name of the Group that you have just created will be listed with the names of all other Database Groups.

To halt the process without creating a new Group, click Cancel.

Create a New Database Group by Copying an Existing One

Log on as a Millennium system administrator or as the database administrator.
Access Group Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
Locate the Name for the existing Database Group that most closely matches the requirements for the new Database Group that you want to create.
Point to the Edit Button to the left of the Name and click Update/Delete.
Click Copy. The Group Name box is now blank, but the 'copy from' Database group settings, including all View assignments, remain.
Type the name of the Database Group in the Group Name box. This name can not duplicate an existing Database Group name.
Make changes to any of the View assignments and to other settings as necessary. (Review the steps and warnings under the Creating a New Database Group section of this topic.)
Important! Do not click Copy until the Group has been completely defined!
When the definition for the new Database Group is complete, click Copy to create the Group. You will be returned to the User Security display. The name of the Group that you have just created will be listed with the names of all other Database Groups.

To halt the process without creating a new Database Group, click Cancel.

Update a Database Group

Log on as a Millennium system administrator or as the database administrator.
Access Group Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
Under the Group Maintenance Header, locate the Name for Database Group.
Point to the Edit Button located to the left of his or her Name.
Click Update/Delete. The Modify or Delete the Group page will display, showing the data for the selected Database Group.
Edit the data as desired.
Click Update. OR, click Cancel to close the page without making any changes.

Delete a Database Group

Log on as a Millennium system administrator or as the database administrator.
Access Group Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
Scan through the list of users under User Maintenance to verify that no users are currently assigned to the Database Group that you want to delete.

(If any are found, you must assign them to a different Database Group before the system will allow you to delete the Group.)
Point to the Edit Button to the left of the Database Group Name and click Update/Delete.
Verify that you have selected the Group that you intended.
Click Delete. The Group is immediately deleted and you will be returned to the main User Security display page.

If there are any users who are currently assigned to this Group, you will be given an error message. You must re-assign those users before trying again to Delete the Database Group.

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