SecurityShop Manager employs role-based security, in which role definitions are set up by the administrator–who assigns security permissions to each role. Administrators can assign one or more roles to a user. The permissions for a particular user consist of all permission given in each of the roles to which that user belongs.
This security model makes it easy to define and manage fewer roles for a large organization, and then assign users to these roles. It also simplifies deployment, since it's unnecessary to manage permissions on each and every user. The organizational task is simplified to knowing what roles as user has been assigned.
Watch the following video as a supplement to reading this article:
Follow these steps to access the Security module:
Click Setup on the home ribbon.
Start typing "security" in the search bar in the top of the left window pane.
In the left window pane, choose Security.
Setting up a role is appropriate when there are categorical employment positions in the company–when there are at least two employees for a particular role. For example, an automotive shop will typically have multiple technicians in its employment that will require similar access permissions to the Shop Manager system. For example, creating a technician role and then assigning security permissions that are typical for a technician in your company can save you from duplication.
By creating a role, you can assign many users to that role. The access permissions of many technician advisors can be managed together as a group by managing the permissions of the technician role. Similarly, you can create a service advisor role and assign security permissions that specific to that role–and yet may be quite different from other roles.
It's important to understand that you can assign users to roles, and then make individual exceptions for particular user–if necessary. This may be necessary, say, for a service manager–which typically performs the tasks of a service advisor. In addition to assigning the a service advisor role to a service manager user, such a user may also require additional permissions such as the ability to create new employees in the system. In such a case, you can simply add individual permissions to the user that will layer on top of the existing service advisor role.
Follow these steps to create or edit a role:
Access Security Options as given in the instructions above, and click Roles in the left window pane. To create a new role, click on the Action drop-down button and choose New Role.
To edit an existing role, choose that role in the right window pane, click the Action drop-down button, and then choose Properties. Continue reading below to learn how to add a new role.
In the Roles popup, enter a Name, and optionally enter a Description.
To link this role to an existing Windows user group (for logging into Shop Manager), click the Windows tab. Then, click the Browse button to browse for the group to associate with the role.
If you know the group name, enter it in the Specify the account name field and select the proper location from the Search This Location drop-down. Then click the Verify button and click OK once the account has been verified.
Alternatively, choose the location in the Search This Location drop-down and then click the Find Now button.
Click on the group you need to associate with the role and then click the OK button.
Later, you can disassociate a Windows account name then click the Clear button in the Windows tab.
To add a new permission to the role, click the Permissions tab and click the Add button.
To edit an existing permission, select the permission and then click the Edit button.
Select the permission group in the left window pane and then click the Next button.
In the Permission listing, click the check box under the Allow or Deny column and then click the Finish button.
To remove an existing permission, select the permission and then click the Remove button.
Follow these steps to delete a role:
Access Security Options as given in the instructions above, and click Role item in the left window pane.
In the right panel, click the name of role that you want to delete.
Click the Action drop-down button, and choose Delete.
A user is an individual that uses the software and is limited by the security permissions assigned to them. Typically, the security permissions for a user a given through one or more roles that are assigned. It's also possible, to assign individual permissions to an individual, providing the ability to create exceptions with respect to their assigned roles. Such exceptions may be additional permissions, or more restrictive permissions. Once the user's security profile is created in security, it must be linked to the corresponding employee in the software's contacts.
Follow these steps to create or edit a user role:
Access Security Options as given in the instructions above, and click Users in the left window pane. To create a new user, click on the Action drop-down button and choose New User.
To edit an existing user, choose that user in the right window pane, click the Action drop-down button, and then choose Properties. Continue reading below to learn how to add a new user.
In the Users popup, enter a Name, and optionally enter a Description.
The most common method for user authentication is to assign user names and passwords that Shop Manager will maintain. To enter users for this type, click the Security tab and enter a User Name and New Password , and then enter the password again in the provided Confirm Password to confirm it.
If you wish to use your existing Windows users to login into Shop Manager then click the Windows tab. Click the Browse button to look for the user to associate with the role. If you know the user name, enter it in the Specify the account name, field, choose the location from the Search This Location drop-down, and then click the Verify button. Click OK once the account has been verified.
Alternatively, select the proper location from the drop down list under Search This Location and then click the Find Now button. Click on the account you wish to associate with the user and then click the OK button.
If you ever wish to disassociate a Windows account name then click the Clear button.
If you need the user to login using a bar code, click on the Scanner tab. If you have an existing bar code assigned to the user, click the Scan button to import it. If you want the software to generate a code for you then click the Export button to export the bar code as an image. This can be printed and put on a surface to be used by the employee for login.
Click the Roles tab, and click Add button to add a role to the user. The user may be assigned multiple roles. To remove a role, click on the role and then click the Remove button.
Click the Permissions tab, and click the Add button to add a new permission to the user. To edit an existing permission, select the permission and then click the Edit button.
Select the permission group in the left window pane and then click the Next button.
The name of each permission item within the selected group is displayed. Check the appropriate boxes in the Allow or Deny column and then click the Finish button.
To remove an existing permission, select the permission and then click the Remove button.
Once you have setup the user in security, it needs be linked to the corresponding employee contact. Create or edit the contact and in the employee details link it to the user in the security system.
Follow these steps to delete a user:
Access Security Options as given in the instructions above, and click Users item in the left window pane.
In the right panel, click the name of user that you want to delete.
Click the Action drop-down button, and choose Delete.
Associate a
Security User With an Employee Contact
It is important to connect a user with the corresponding employee contact within Shop Manager, to enable various other relationships within the software–such as the time clock and automatic work order assignments. Follow these steps to associate a user with an employe contact:
Access Employees in the Setup feature (Home ribbon > Setup > Employees).
Edit the employee.
Go to the Security Login and match the employee security profile with the Shop Manager security user by clicking the Find (binoculars) button. Alternatively, you can click the Delete (X) button to remove the linked security profile.
Sometimes, the login popup doesn't appear after launching Shop Manager. In such cases, simply click the Protractor button in the upper-left, and then click the Connect button.
User Name - Either type in your user name, or select your name from the right panel.
Password - Enter your password and then click the OK button.
Check the Use Windows Integrated Authentication box.
The User Name will auto-fill with the current Windows user login name.
Click the OK button.
Click the Scanner Input link at the bottom of the popup.
Scan the bar code.
You have two choices for logging out:
Shut down the application.
Click the Protractor button, and then click Work Offline.