Security enables you to manage user accounts and access. When configuring a Compleat system it is important to understand the concepts of Group Profiles, Security Groups, and Security Profiles.
To help you understand how these four concepts are linked, we have provided an example scenario.
Company XYZ Ltd have five departments: Operations, HR, IT, Marketing, and Finance.
We will create a Group Profile for each department, and add a sixth group entitled Administrators (this includes users who have system administration and support responsibilities for the Compleat application).
For each Group profile we will also create a corresponding security group.
We are only using one company in this scenario. Therefore, we will only have six security groups: Operations (XYZ Ltd), HR (XYZ Ltd), IT (XYZ Ltd), Marketing (XYZ Ltd), Finance (XYZ Ltd), and Administrators (XYZ Ltd).
- Requisition/Purchase Order for Services
- Requisition/Purchase Order for General Goods
- Requisition/Purchase Order of IT Equipment
- Credit Note
- Direct Invoice
Each of these transactions require a layout. Therefore, XYZ Ltd will have five layouts.
The layouts describe a transaction type, detailing what information is to be collected when the transaction is raised, and how it is approved and budgeted.
Each layout can have many security profiles linked to a security group.
- Contain information on the eventual fields to be posted to the financials.
- Determine whether or not the transaction can be for a non-current period.
- Determine the budget checking to be used.
- Determine if a manual delivery address is allowed.
Based on our current configuration, we will require 30 security profiles (The number of layouts multiplied by the number of security groups: 5 x 6). However, only Finance and Administrators can enter Credit Notes, and only Finance, Administrators and Operations can enter Direct Invoices. Therefore, only 23 security profiles need to be defined.
When operating in a multi-company environment, in most cases, you will need separate Security Layouts for each company. However, there are exceptions. In some instances you may not need different security profiles for each company.
You can have multiple security groups per group profile, providing they reference different companies. However, you cannot have multiple security groups per group profile that reference the same company.