Assigning Authorization Keys to Users

Assign authorization keys to users to give them permission to access functions in the system.

When you assign users authorization keys, you can assign them individual keys or authorization templates, such as *TP: insidesales for all inside sales persons. You can also assign a level of authorization for keys that have more than one level. For example, use the AP.ALLOWED authorization key to allow access to A/P Entry, in view-only mode for Level 1 or edit mode for Level 2.

For some authorization keys, you must enter additional detail information. For example, for the MESSAGE.GROUP.TYPES authorization key, you need to select if they are Personal, Group, or Global.

To assign authorization keys to a user:

From the System > System Files > User Control menu, select User Maintenance to display the User Maintenance screen.
In the User ID field, enter a user's ID to display the corresponding record.
Use the Auth Keys hot key to display the Authorization Key/Template Maintenance screen.

The Available Keys column lists defined templates and authorization keys. Templates have a prefix of *TP: and appear first in the list.

Note: You must be assigned the USER.KEY.MAINT authorization key to access this screen.

To assign a key or template, select the item in the Available Keys column and use the Assign hot key.

The key or template name moves from the Available Keys column to the Assigned Keys column.

Note: You can use the Find hot key to move the cursor to a designated key. At the prompt, enter all or part of the key name.

In the Auth Level field, change the assigned authorization level, as needed. The system assigns the lowest level to the user.

Note: If you assign multiple templates to a user, make sure the authorizations in one template do not conflict with those in the others.

When you assign any of the following authorization keys, you must enter additional detail information:

With the assigned key selected, use the Detail hot key to display the Detail Selection screen. To add items to the screen, press F10 and select from the list.

Authorization Key	Use to permit access to...
GL.ACCOUNTS	view and edit designated G/L accounts.
INVALID.PRODUCT.LINES	sell all but a few product price lines.
INVALID.VEN.TYPES	all but a few designated types of vendor records.
MESSAGE.GROUP.TYPES	view and edit designated Message Groups.
POE.SCHEDULE	set the Sched hot key on the POE Body screen to a default value.
SOE.CREDIT.REL.RANK	release orders for customers.
SOE.SCHEDULE	set the Sched hot key on the SOE Body screen to a default value.
TOE.SCHEDULE	set the Sched hot key on the TOE Body screen to a default value.
VALID.BLINES	edit product records in designated buy lines.
VALID.PLINES	edit product records in designated price lines.
VALID.PRODUCT.LINES	sell only a few product price lines.
VALID.VEN.TYPES	designated types of vendor records.
WIN.DIRECT.CREATE.DIR	export a report from the system using the Windows Direct Options program.

To remove a key or template, select the item in the Assigned Keys column and use the Remove hot key.

The key or template name moves from the Assigned Keys column to the Available Keys column.

Press Esc to return to the User Maintenance screen.