User Groups Screen Field Reference

This screen reference describes the following:

General tab

Field Description
Status Select the status of the user group.
  • Active - User group is available for use and appears in lookup lists.
  • Inactive - User group is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Service Broker Settings - Service Broker is a feature of Microsoft SQL Server that manages requests to SQL Server. The settings in this section determine whether the users in the user group will receive administrative messages (including failure notices) and activity messages from Service Broker.
Administrator Select the checkbox to enable the users in the user group to receive Service Broker administrative messages, including failure notices.
Important: Enable this option for at least one user.
Display MessageSelect the checkbox to enable the users in the user group to receive activity messages from Service Broker.
Tip: Enable this option for all users.
Publisher Settings - The settings in this section are not used.
AdministratorThis field is not used in the current version of the application.
Project Management Settings - The settings in this section determine access to projects and whether a default project is entered for the users in the user group.
Project PermissionsSelect the access to projects for the users in the user group.
  • Full Access - The users in the user group have full access to all projects and project-related screens in the application.
  • Access By Contact Type - The users in the user group have access to projects and project-related screens based on the contact type setting. In order to access a project, the contact type associated with the user must have project permissions set to Full Access on the Contact Type screen and the user must be included as a contact for the project on the Project screen.
Remember Last ProjectSelect the checkbox to have Project fields on entry screens in the Projects module default to the most recently used project for users in the user group. This is convenient for users that typically use a single project, such as project managers.
Approve Vendor Invoice Settings - The settings in this section determine whether users in the user group can modify vendor invoices using the Approve Vendor Invoices screen.
Prevent Changing Invoice StatusSelect the checkbox to prevent users from changing the status of a vendor invoice. Deselect the checkbox to allow users to change the status of a vendor invoice.
Prevent Changing Distribution & Order LinesSelect the checkbox to prevent users from changing distribution and order lines of a vendor invoice. Deselect the checkbox to allow users to change the distribution and order lines of a vendor invoice.
Binder Settings - The settings in this section determine whether users in the group can delete a binder.
Prevent Changing Binder DeleteSelect this checkbox to prevent users from deleting a binder.
Additional Fields (unlabeled)
StatusSelect the status of the user group.
  • Active - User group is available for use and appears in lookup lists.
  • Inactive - User group is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
MemoEnter any comments or notes about the user group.

Function Permissions tab

Each row in the grid on the Function Permissions tab represents a screen in the application and the user group's permission for the screen. These permissions may originate from the license or you may have set them.

  • Full Access - Read/Write access to the screen. If the license grants full access, you can change the permission to View Only or No Access.
  • View Only - Read-only access to the screen. If the license grants view-only access, you can change the permission to No Access. View Only access is not available for report screens.
  • No Access - No access to the screen.

To change the user group's permission to a single screen, select in the User Group Settings field in the row for the screen and select the new permission.

To change the user group's permissions to multiple screens, select the Select checkbox in the row for each screen, then select in the Select Permission field and select the new permission.

To change the user group's permissions for all screens, select the checkbox in the header of the Select column to select all rows, then select in the Select Permission field and select the new permission.

Field Description
Line NumberDisplays a unique identifier for the line item.
Task GroupDisplays the module for the screen.
PathDisplays the path for the screen.
User Group PermissionsDisplays the user group's current permission to the screen.
User Group SettingsChoose the user group's permission to the screen.
FunctionDisplays the name of the screen.
Function TypeDisplays the type of function or feature: Entry, Report, Setup, or Posting.
License AuthorizationDisplays the permission to the screen based on the license. You can downgrade a permission in the User Group Settings field.

Company / Division Permissions tab

Each row in the grid on the Company / Division Permissions tab represents a company set up in your application and the user group's permission for the company. These permissions may originate from the license or you may have set them.

  • Full Access - Read/Write access to the company.
  • No Access - No access to the company.

To change the user group's permission to a single company, select in the User Settings field in the row for the company and select the new permission.

To change the user group's permissions to multiple companies, select the Select checkbox in the row for each company, then select in the Select Permission field and select the new permission.

To change the user group's permissions for all companies, select the checkbox in the header of the Select column to select all rows, then select in the Select Permission field and select the new permission.

Field Description
Company Permissions grid
Company Displays the code that identifies the company.
Company Name Displays the name of the company.
User Group Permissions Choose the user group's permission to the company.

Division Permissions grid - Each row in the grid is a division for the company and the user group's permission for the division. A user group must have permissions to the company for the division to have permission to the division. Screens that don't contain division information are accessible. For example, posting groups are not associated with a division, so posting group screens and posting screens are not secured by division.

The permissions may originate from the license or you may have set them.
  • Full Access - Read/Write access to the division.
  • No Access - No access to the division.

To change the user group's permission to a single division, select in the User Settings field in the row for the division and select the new permission.

To change the user group's permissions to multiple divisions, select the Select checkbox in the row for each division, then select in the Select Permission field and select the new permission.

To change the user group's permissions for all divisions within a company, select the checkbox in the header of the Select column to select all rows, then select in the Select Permission field and select the new permission.

CAUTION: Certain screens display information for divisions even if the user does not have access to the division. For example, if a user has permissions to the Enter Customer Invoice screen, the user can view all distribution lines regardless of the division associated with each line. If you don't want the user to see this information, you will need to set the screens to No Access on the Functions Permissions tab.

The following screens are not secured by division:
  • Projects
    • Print Contract Invoices
    • Print Time & Material Invoices
    • Project Document Forms
    • Lien Notice and Release Forms
  • Financial
    • Balance Sheet (and the Balance Sheet widget)
    • Bank Reconciliation Report
    • Check Listing Report
    • Check Register
    • Consolidated Balance Sheet
  • Customers
    • Sales & Use Tax Report
    • Customer Statements
  • Vendors
    • Print Vendor Payments
    • Print Forms 1099-MISC
    • Print Forms 1099-INT
    • Print Forms 1099 Summary Report
    • Print Forms T5018
    • Print Forms T5018 Summary Report
    • PO Item Purchase History Report
  • Employees
    • Certified Payroll Data Export
    • Certified Payroll Report
    • Deduction Report
    • EEO Report
    • Employee Fringes Report
    • Employee Withholding Report
    • Employment Status Report
    • Export Forms T4
    • Fringe Report
    • Oregon WBF Quarterly Tax Report
    • Pay Cycle Withholding Report
    • Print Payroll Checks & Advices
    • Payroll Current Earnings Statement
    • Payroll Federal Earnings and Tax Report
    • Payroll Federal Unemployment Tax Report
    • Print Form 941
    • Print Form 941 - Schedule B
    • Print Forms W-2
    • Print Forms W-2 Summary Report
    • Payroll Historical Earning Statement
    • Payroll Insurance Report - Detail
    • Payroll Insurance Report - Summary
    • Payroll Local Earnings and Tax by Month
    • Payroll Local Earnings and Tax by Quarter
    • Print Forms T4
    • Print Forms T4 Summary Report
    • Record of Employment
    • Union Fringes and Deductions
DivisionDisplays the code that identifies the division.
Division NameDisplays the name of the division.
User Group PermissionsChoose the user group's permission to the division.
Effective PermissionsDisplays the current permission for the division.

Membership tab (display-only)

Each row in the grid on the Membership tab represents a user assigned to the selected user group. To add users to a group, use the Users screen.