This scrolling list for volumes allocation operates exactly as for Personnel and Resources. Volumes purchased appear in this list in alphabetical order. When creating a new Personnel Group, the default is to allow access to all volumes present. access is allowed if a bullet (•) is present. Simply clicking on a volume line denies access and so removes the bullet. Levels of access can be restricted using the RO (Read Only) and No Del (Deletions) columns. If the bullets are present here, members of the Personnel Group on screen will be able to only read (ie not alter or create) records in the file concerned, or will not be able to delete records respectively.
If a Personnel Group does not have access to all volumes, and access is not defined for the individual members of that group (ie all bullets appear in their Personnel records), then the group definitions alone will be used. If both are defined, they will be combined positively.
Therefore, some volumes could be available to all Resources in a given group, but then certain additional volumes could be allocated to specific individuals within that group. If both places define access for a given single volume, then the Read Only and Deletions settings defined for the individual will override those defined for the group. Likewise a ‘Start with volume’ defined for a Person will override that defined for a group.
Allows you to change the password of the level you originally logged in at. For example, if you logged on at the manager level using the standard password, you might use this function to change it to ‘MANAGER’.
Note that whenever you upgrade to a new version of the Enterprise 6 application, any Password changes you make using this function will disappear.
Personnel Groups are intended primarily for larger Enterprise 6 users, who have too large a number of Personnel in the ‘Who are you?’ window, and too large a number of volume allocations to set up. Their use is optional. Personnel Groups, unlike individual members of Personnel, can be allocated access to appropriate file states.
Group code
Specify the code of the Personnel Group here. This code will be used in the access rights section of the Personnel records to allocate the appropriate Resources to this group.
Group name
Specify the name of the Personnel Group here. This name will appear in the ‘Who are you’ dialogue box when logging on to Enterprise 6. Clicking on the name in that window will then list the Resources in the group. Then, clicking on the correct name and, if appropriate, entering the correct user ID will grant entry to Enterprise 6.
Volumes and access rights
This scrolling list for volumes allocation operates exactly as for Personnel.
Volumes purchased appear in this list in alphabetical order. When creating a new Personnel Group, the default is to allow access to all volumes present. access is allowed if a bullet (•) is present. Simply clicking on a volume line denies access and so removes the bullet. Levels of access can be restricted using the RO (Read Only) and No Del (Deletions) columns.
If the bullets are present here, members of the Personnel group on screen will be able to only read (ie not alter or create) records in the file concerned, or will not be able to delete records respectively. If a Personnel group does not have access to all volumes, and access is not defined for the individual members of that group (ie all bullets appear in their Personnel records), then the group definitions alone will be used. If both are defined, they will be combined positively. Therefore, some volumes could be available to all Personnel in a given group, but then certain additional volumes could be allocated to specific individuals within that group.
If both places define access for a given single volume, then the Read Only and Deletions settings defined for the individual will override those defined for the group. Likewise a ‘Start with volume’ defined for a Person will override that defined for a group.
Restrict file states access
The Personnel Groups entry screen also features a scrolling window for the editing of file state allocations. This check box should be clicked on if you want to make use of this feature. If you do so, then you should positively define the availability of all the file states for all files that the Personnel Group is to have access to. The check box is there because it allows Enterprise 6 to quickly avoid checking these Allocations if the user does not need them. It also means that you can leave file state Allocations defined but temporarily not in use.
File number/file states…
When editing of file state allocations, first select the File concerned, either from the down arrow pop-up, or by typing its number. A list of the available states appears in the scrolling window below, along with any Allocations already made. Click in the ‘Access’ column to allocate or unallocate access to a state: a bullet mark means that members of the group can upgrade/downgrade a record to this state .Blank means that it cannot: when using the upgrade/downgrade buttons, the change to the denied state will simply not happen; if the user tries to allocate the state manually using the code field, they will be told ‘You do not have access to that state’.
If ‘RO’ is specified the group has read only access (and therefore also No Deletions access) to the state. If the first column’s access has been granted, but is read only, then the user can upgrade/downgrade to the state, but will always be given a warning before doing so in the format, ‘Are you sure you want to Downgrade to state Confirmed? You will then only have Read Only access to the record.’ (Note that this message operates independently of the ‘Warn’ option for file states - see below).
If the first column’s access is denied, but RO has been switched on, the user will be able to view records of this state that have been upgraded by others, but not modify them. Note that it will mostly be sensible to turn on RO for all states that a group doesn’t have access to, otherwise these users will be able to View records in a denied state and upgrade it to one of their own.
If ‘No Del’ is specified, the group is not allowed to Delete records with this state. No Deletions cannot be cleared while the Read Only column has a bullet in it. On entry layouts the Delete button will be greyed, while on listing layouts, if you select record(s) with a state thus restricted you may get a message such as ‘You do not have access rights to Delete records with file state Confirmed’.
NOTE: All records belonging to files where file states are applicable must have at least one state to which they can be allocated - for all groups. If you do not define any access rights for a File’s states, then access to all states will be assumed. It is therefore possible to restrict the states of one or two Files that need it, without bothering to allocate total access to all other Files’ states. To access the Personnel Groups function, you must have logged on at the manager Password level or above, and must have full volume access to the data manager. If not, the Personnel Groups menu item will be greyed. If you are using Personnel Groups but have some members of Personnel not assigned to a group, these will appear in their own group entitled ‘No group’ in the ‘Who Are You’ logging-on window. Therefore, if you do not wish to use the Personnel Groups feature, you should not have any Personnel Groups set up. If you do, all your Personnel will appear to belong to ‘No group’.
