Company resources

Security

A resource is an aspect of ActivityHD to which user access can be managed.

Company resources are predefined and can be used by the system administrator or a company administrator to create company permission profiles which delineate which software features a user has access to. There are four types of company resources:

Data folders. The folders, found in the Navigation pane, which contain your data.
Folders. Non-data folders such as package folders, Reports folders, and Setup folders.
Reports. Reports commonly used for accounting or company analysis.
Miscellaneous. Items which are not data- or report-oriented.

Edit a company resource

As noted, resources are predefined. You cannot create new resources or change their type; however, you can tweak the accesses on a resource.

In the Navigation pane, highlight the Administration > Security > Resources folder.
In the HD view, locate and highlight the resource to edit.
Click . The resource record opens in the Resource window.
Select the Accesses tab.
In the Permissions list box, highlight a permission you need to change, then do one of the following:
- If the checkbox is cleared and you want to allow all accesses, mark the checkbox next to the permission.
- If the checkbox is cleared and you want to allow some accesses, go to the Accesses list box and mark the checkbox next to each access you want to allow.
- If the checkbox is filled with a dark square and you want to allow all accesses, mark the checkbox next to the permission.
- If the checkbox is filled with a dark square and you want to disallow all accesses, click the checkbox next to the permission twice to clear the checkbox.
- If the checkbox is filled with a dark square and you want to change the accesses that are allowed, go to the Accesses list box and clear the checkbox next to any access you don't want to allow and mark the checkbox for any access you do want to allow.
- If the checkbox is marked and you want to disallow all accesses, clear the checkbox next to the permission.
- If the checkbox is marked and you only want to allow some accesses, go to the Accesses list box and clear the checkbox for any access you want to disallow.
Repeat step 5 for each permission you need to change.
When you finish, save your changes.

Resources Listing

Purpose

The Resources Listing provides a list of resources defined for a company.

Content

For each resource included on the report, the listing shows:

resource type
software package.

In addition, you can include one or more of the following:

permissions
security views
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Administration > Security > Resources folder.
Start the report set-up wizard.
- To report on all or a filtered subset of resources:
  1. Right-click the Resources folder and select Select and Report > Resources Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected resources:
  1. In the HD view, select the resources to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Resources Listing from the drop-down menu.
- To report on a particular resource from the Resource window:
  1. In the HD view, locate and double-click the resource to report on. The Resource window opens with the resource loaded.
  2. Click and select Resources Listing from the drop-down menu.
On the Options tab, mark the checkbox(es) for the additional information to include:
- Permissions
- Security Views
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Resources
Permissions
Security views

Resource Users Analysis

Security

Purpose

The Resource Users Analysis provides a list of resources defined for a company or for your system along with the users assigned to the resources and the users' access rights. Authorized users who are not assigned a permission or to whom a permission has not been assigned do not appear on the report.

The report can be run at the system level or at the company level.

Content

For each resource included on the report, the report shows:

resource type
software package
resource users and their access levels.

In addition, you can include one or more of the following:

resources with no users
permissions
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Administration > Security > Resources folder.
Start the report set-up wizard.
- To report on all or a filtered subset of resources:
  1. Right-click the Resources folder and select Select and Report > Resource Users Analysis from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected resources:
  1. In the HD view, select the resources to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Resource Users Analysis from the drop-down menu.
- To report on a particular resource from the Resource window:
  1. In the HD view, locate and double-click the resource to report on. The Resource window opens with the resource loaded.
  2. Click and select Resource Users Analysis from the drop-down menu.
Select the Users tab.
Define any filters you want to apply on authorized users.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Resources with No Users
- Permissions
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Resources
Permissions
Authorized users

Resource Record ID

Package

Displays the package associated with the named resource.

Name

Displays the name of the selected resource. Resource names are system-defined.

Resource tab

Type

Indicates the type of resource. The resource type is system-assigned. Valid types include:

Data Folder
Folder
Report
Miscellaneous

Accesses tab

Permissions

The list box shows the permissions available to assign access to for this resource. In the list box, select the permission you need to set up access to for this resource. The access types available for the resource load in the Accesses list box.

Accesses

When a permission is selected in the Permissions list box, this list box shows the types of accesses that can be granted for the permission to this resource.

For each access in this list box, decide whether the corresponding permission should or should not have that level of access to the resource. If the permission should have access, mark the checkbox; otherwise, ensure the checkbox is cleared.

Note

The checkboxes in the Permissions list box have three states. If all checkboxes in the Accesses list box are marked, the corresponding checkbox in the Permissions list box will remain marked indicating full access to the resource. If only some of the checkboxes in the Accesses list box are marked, the corresponding checkbox in the Permissions list box is filled with a dark square indicating limited access to the resource. If none of the checkboxes in the Accesses list box is marked, the corresponding checkbox in the Resources list box is cleared, indicating no access to the resource.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Common accesses available on resources

Access	A user with this access can...
Change	Use the mass change action on resources.
Custom Fields	Create and edit custom fields for resources.
Data	Have read-only access to resources from anywhere in the software (e.g., field validations, filters, date expressions).
Edit	Edit resource records.
Export	Export resource records from ActivityHD.
Import	Import resource records into ActivityHD.
Read	Have read-only access to resource records.
Report	Run reports with resource information.
Report Designs	Create and edit report designs with resource information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to resources.
Shared Filters	Create and edit shared filters on resources.
Visible	View the Resources folder in the Navigation pane.

Common accesses available on Resource Users Analysis

Access	A user with this access can...
Report Designs	Create and edit report designs for the Resource Users Analysis report. This access enables the Report Designs button on the Output tab of the report dialog.
Run Report	Run the Resource Users Analysis report.

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