Set Up Security Profiles

Use the Security Profile Maintenance (XFLDS) program to maintain security profiles that are used to restrict access to or require entries for specific fields in many programs. The ability to add and delete records can also be restricted. Profiles are linked to specific programs and field-level security is established in this program. Profiles are then linked to users in the User Maintenance (UIM) program.

This topic has these subtopics:

Add a Security Profile
Add Programs to a Security Profile
Specify Field Security & Restrict Add/Delete

Add a Security Profile

Click Add to set up a new security profile. Existing profiles are listed.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Profile name	Required 20 alphanumeric	Enter a name for the security profile. For example, you might enter Documents for a profile to group security for document printing options.
Description	Optional 30 alphanumeric	Enter a text description for the security profile. This description is displayed in UIM when selecting profiles to be assigned to a user ID.
Suspend profile	Optional	Select this field if you want to set up a profile but not activate it at this time. You can establish the field security and assign the profile to users, but if the profile is suspended (i.e., inactive) field security is not enforced.

Choose the appropriate options:

To	Do This
Accept the data	Click OK. The program prompts Profile name. Enter another profile name or leave blank and click OK to return to a list of profiles.
Accept the data and leave the record displayed	Click Apply. This button is not displayed in Add mode. It displays if you change the Description or Suspend profile field of a previously saved profile.
Exit without creating this profile	Click Cancel.
Delete a saved record	Click Delete.
Exit to the menu	Click Exit.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another security profile	Click Add.
Delete the selected security profile	Click Delete. See Delete.
Change the description or de-activate the selected profile	Click Select.
Print the list of security profiles	Click Print. See Print.
Add programs to a profile	Highlight the profile and click Setup or double-click the profile. See Add Programs to a Security Profile.
Exit the program	Click Exit.

Add Programs to a Security Profile

When you click Setup any programs currently linked to the profile are listed:

Field Name	Displays
Program	The program name
Program title	The program title
Add blocked?	A check mark indicates that users assigned this profile are not allowed to add records
Delete blocked?	A check mark indicates that users assigned this profile are not allowed to delete records
Notes blocked?	A check mark indicates that users assigned this profile are not allowed to access notes

Click Add to add a program name to this profile.
Select a program from the drop down list to associate with this security profile. To restart the list, begin typing a program name (e.g., to move to sales order programs, type O).
Choose the appropriate options:

To	Do This
Accept the data	Click OK. The program prompts Program. Select another program or leave blank and click OK to return to a list of profiles.
Return to the list of programs for this profile	Click Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another program to this security profile	Click Add.
Delete the selected program from this security profile	Click Delete. See Delete.
Print the list of programs for this security profile	Click Print. See Print.
Choose fields to secure in a program and/or restrict adding and/or deleting records	Highlight the program and click Security or double-click the program. See Specify Field Security.
Return to the list of security profiles	Click OK.
Exit the program	Click Exit.

Specify Field Security & Restrict Add/Delete

When you click Security, the profile header and the fields maintained in this program or the document's options are displayed. To facilitate field selection, fields are positioned as they would be in the maintenance program.

Header fields displayed:

Field Name	Displays
Profile	The security profile name
Program	The program name and title
Adding records: ALLOWED/BLOCKED	Whether or not this profile is restricted from adding records; N/A indicates the function is not applicable to this program
Deleting records: ALLOWED/BLOCKED	Whether or not this profile is restricted from deleting records; N/A indicates the function is not applicable to this program
Allow note maint: ALLOWED/BLOCKED	Whether or not this profile is restricted from accessing notes; N/A indicates the function is not applicable to this program

Three columns follow each field name/document option:

Field Name	Type / Max Length	Action / Description
Dsp	Optional	The first column designates a display only field. Select if you want the field contents to display but not be maintainable or if you want to hide the contents of the field.
Hide	Optional	The second column designates a hidden field. Select if you want the contents of the field hidden from the user. To hide a field, you must first select it as a display only field (i.e., to select Hide, you must also select Dsp). If you are setting up hidden fields for a maintenance program, you may also want to hide them in its inquiry counterpart. Even though fields in inquiry programs are display only, you must select Dsp to enable selection of Hide.
Req	Optional	The third column designates a required field. Select if you want to make an entry in the field required. Users assigned this security profile will not be able to save changes without entering data in this field. Selecting Req has no impact if: The field is required by PowerShift The field is a check box (i.e., either selected or left blank) The program for which security is being set up is an inquiry

Choose the appropriate options:

To	Do This
Accept the data and return to the list of programs for this profile	Click OK. See step 4 above, under the heading Add a Security Profile.
Discard changes and return to the list of programs for this profile	Click Cancel. See step 4 above, under the heading Add a Security Profile.
Display name and address or other additional fields	Click Other info. Displayed when a program has name and address fields (i.e., name and address field security is a separate screen) or if other program fields cannot be displayed on a single screen.
For maintenance programs:
Restrict users from adding new records	Click Block add. Displayed if adding records is allowed.
Restrict users from deleting records	Click Block delete. Displayed if deleting records is allowed.
Restrict users from accessing notes	Click Block notes. Displayed if notes can be accessed.
Remove restriction on adding records	Click Allow add. Displayed if adding records is blocked.
Remove restriction on deleting records	Click Allow delete. Displayed if deleting records is blocked.
Remove restriction on accessing notes	Click Allow notes. Displayed if notes access is blocked.