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 salespersons. 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 window.
In the User ID field, enter a user's ID to display the corresponding record.
From the Maintenance menu, select Authorization Keys to display the Authorization Key/Template Maintenance window.

The Available Keys area lists defined templates and authorization keys. Templates have a prefix of *TP: and are listed first.

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 area and click the Assign >> button.

Note: You can use the Ctrl+Click functionality to select multiple authorization keys and then assign them all at once. This is new in Release 9.0.2.

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

Note: To move the cursor to a designated key, enter all or part of the key name in the Find field.

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 other templates.

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

With the assigned key selected, from the Edit menu, select Detail to display the Detail selection window. To add items to this window, position the cursor on a blank line and select from the list. Click OK to save the information and return to the Authorization Key/Template Maintenance window.

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 Line Item > Auto Scheduling option on the POE Body tab to a default value.
SOE.CREDIT.REL.RANK	release orders for customers.
SOE.SCHEDULE	set the Line Item > Auto Scheduling option on the SOE Body tab to a default value.
TOE.SCHEDULE	set the Line Item > Auto Scheduling option on the TOE Body tab 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 area and click the << Remove button.

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

Note: You can review all users are already assigned to an authorization key to help you check assignments and permission levels. For more information, see Viewing Users Assigned to Authorization Keys in this documentation.

Click OK to return to the User Maintenance window.