How do I set up a new user in the application, menu and corporation security files?

Question:

I have a new user who has a valid USERID but how do I set them up in the application, menu and corporation security files?

Resolution:

There are 2 parts to this : application/menu option security and Corporation/Div/Dept/Job level security.  This second part is referred to as Entity Security. 

Part 1 - Application/Menu Option Security

CLONE/COPY an Existing User

If the new user is to have the same application (i.e. AP, GL etc.) and same menu option security as an EXISTING user, you can clone/copy the security FROM the existing user to the new user for each applicable application.  To do this, select #1-General Functions from the Main Menu.  Then select #6-Setup Menu Security.  From there select #11-Add/Chg User Security.  The valid 'System Codes' are listed below.

GF - General Functions               XP - Cross Applications            

AP - Accounts Payable                AR - Accounts Receivable         

MC - Misc. Cash Receipts            GL - General Ledger

IN - Inventory                           PO - Purchasing                       

SA - Sales Analysis                    FA - Fixed Assets                       DM- Order Entry & Billing

You must authorize the user for the applicable system codes.  Enter the appropriate system code and press ENTER.  When prompted for the User Profile, enter the userid of the person you are copying FROM and press F18.  Now enter the userid of the new employee and press F20 to accept.  Press F12 to return to the System Code prompt and continue with the next System Code.

NEW USER from Scratch

To set up user security from scratch, enter the system code and press ENTER as described above.  Then enter the UserID when prompted and press F9-Create Mode and hit ENTER.  See below :

_________________________________________________________________

FOILCAVANA                 First Option, Inc                          10/03/11
ADDCHG                   User Profile File Maintenance                15:15:06
                                                                             
                                                                             
 User Displayed: LLP      Users Name  :  TESTUSER                           
                                   Department :                              
                                   Default Outq: LLP        Library: *LIBL    
                                   Application:  AP                          
                                                                             
                                                                             
          Is the user allowed to view other users comments:  Y                
          Is the User allowed to send messages            :       Y                
          Is the User allowed to display messages         :       Y                
          Is the User allowed to display submitted jobs   :     Y                
          Is the User allowed to display spool files      :         Y                
          Is the User restricted to certain entities      :          Y                
          Is the User allowed to access the configuration :    Y                                   

Enter the User's name and skip down to the Y/N questions. All should be set to 'Y' except the last one re: the configuration.  That should only be set to Y for the user who is authorized to add/change/delete other users' security. If the new user is to be authorized to ALL the options within the application, press F23=Authorize to All Applications.  (Follow above instructions on how to proceed to the next System code).  If the new user is to be authorized to specific menu options (but not all), press F24=View Allowed Options.  On the next screen key an 'X' next to each option to which this user should be allowed access.  Press F16 twice to update and again, follow above instructions on how to proceed to the next System code.

Part 2 - Corp/Div/Dept/Job Entity Security

CLONE/COPY an Existing User

If the new user is to have the same entity security as an EXISTING user, you can clone/copy the security FROM the existing user to the new userl.  To do this, select #1-General Functions from the Main Menu.  Then select #1-X-App File Maintenance Menu #1.  From there select #13-Clone Security User-to-User.  Enter the FROM and TO Userids and press ENTER.        
                                                                               
NEW USER from Scratch

To set up user entity security from scratch, select #1-General Functions from the Main Menu.  Then select #1-X-App File Maintenance Menu #1.  From there select #12-Security by User. Enter the new USERID and press ENTER.   If the user is authorized to ALL corps/divs/depts/jobs, key '999' under the Corp column and press ENTER and F20 to accept. See the screen below.

User ID . . . . . .   DXFM19                                        
Position to . . . .          By Corp                                  
                                                                     
  CRP Desc          DIV Desc          DPT Desc            Job Desc    

    999

 

If the user is restricted to a specific company but is authorized to ALL divs/depts/jobs within the company, key the Corp# on the Corp column and '999' in the Div# column and press ENTER and F20.   The same logic holds true if the user is restucted to a specific company and division but authorized to all depts/jobs within that Corp/Div.  Key in the Corp#, the Div# and then '999' in the Dept# column and press ENTER and F20.