RFMS has a built-in security system allowing protection by passwords any and all menu selections. Different password levels can be set for any menu selection in the system. If a password is set on a function in RFMS core, the same function in other modules will be password protected. For example, if a password is required to create a provider’s record in Order entry, one will also be required to create one in Schedule Pro.
Password Levels
Level One Password
Level One is the highest password level and will be accepted wherever passwords are set. The Level One password is required to access and set subsequent passwords.
High-security modules, such as General Ledger, should be protected by a different high-level password and save level one for the setting of passwords.
Other Password Levels
Other password levels are ranked in descending order, the lowest one allowing the user to access only the menu selection at which it was set (i.e., sales floor data). A high-level password will always override and access a low-level password request. The exception to that is when a password level is "Locked." Only passwords on that level and those on Level One will be acceptable for menu selections that have been protected by that level. For example, while the bookkeeper may have a relatively high password level that would override most others, while a different individual handles payroll, and the regular bookkeeper should not be able to access the payroll menu. Set a lower level password at the payroll menu and then "lock" it, preventing even higher-level passwords from accessing that selection.
Setting up Passwords
The following instructions describe how to set passwords:
- Highlight the menu item to set a password level on.
- Press the Ctrl-Alt-F6 key. Hit enter. At the prompt enter the highest password level.
- That password is initially set to "PASSWORD."
- At this time, move the highlighted bar over the word "PASSWORD" under "Passwords," and click the edit button and change it. That password will now be required in setting all subsequent passwords.
- Then move the highlighted bar down to Level 2 and over to "GO" under "Passwords" and change it to whatever password to designate on the next level. Continue in the same manner until all known passwords have been established.
Once basic levels have been established and passwords have been designated for them, those passwords can protect any menu selection by:
- Highlight the menu item on which to set a password.
- Press the Ctrl-Alt-F6 key and enter the highest-level password.
- Double-click the desired password level.
If more than one level is set for one menu selection, the higher level will override the lower level. For example, if Order Entry has a level 3 set but also a level 1 when the level 3 password is entered, the system will reject it. Remove level 1, and the level 3 will be allowed.
The various "paths" or tracking of menu selections (i.e., Main Menu>Accounting>General Ledger) at which passwords have been set can be viewed by clicking on Utilities, Maintain Passwords from any RFMS for Windows module. An option is given to print a listing of all password levels and paths.
Viewing Rights
Viewing rights allows limiting which customer orders and quotes certain users can view.
Set a password for each user to limit. So if a common password such as sales is used, delete that one and add individual passwords. If each of these passwords is set at the same level, the entered password is set only one time using one of the passwords.
For example:
Enter a password Sally in sales at level 4. Then at the RFMS Navigator, set a password level at 4 using Sally’s password; any other level 4 or lower passwords will also be able to access order entry using their own password.
Then click F8 in the user name field and associate that user with a Sales Representative.
Then click in one of the option buttons to select the level of viewing rights.
Viewing Right Options
View All Orders: This is the default setting of the option.
Limit to Sales Reps: When this user’s password is entered, they are limited to viewing only orders entered by the User name associated with them. Also, using this feature allows limiting a Sales Rep from searching for customer orders that belong to other Sales Representatives (In Order Entry>Customer Order Screen>Find)
Initial Limit Sales Rep But Allow Override: When this user’s password is entered, they initially see only orders entered by the User name associated with them, but if they do a search or filter that would include other orders, it will be allowed.
Password Options
There are options that will allow to either use the machine name as a password or to ask for a password only at the time of entry.
>Utilities>System Options>System Wide>General> Category Authorization
1. If the "Machine name as password" option is set to yes, a password will not be required anywhere in the system, because the system will automatically use the machine name as its password. The machine name will determine what areas of the system that machine has access to without asking for any more passwords. Be careful with this selection; if the machine name is not known, users could be locked out of the system. Establish access levels by placing a machine name as one of the passwords on a password level. Of course, if the Clt-Alt-F6 key is pressed at a menu selection, the highest-level password will be required to get into the password subsystem.
2. If the "Password only on entry" option is set to yes, a password will be asked for when initially entering the RFMS system. The password entered will determine what areas of the system can be accessed without asking for any more passwords. This means not being prompted every time a password is needed unless the password needed is of a higher level. Be careful with this feature. Anyone using this machine will have access to areas of the system that the initial password allows while still logged in. Of course, if the Ctrl-Alt-F6 key is pressed at a menu selection, the highest-level password will be required to enter the password subsystem.
Even if a nonexistent password is entered upon entry, the user will be allowed into areas that are not password protected.
The RFMS system will be installed with a high-level password of "(PASSWORD)." All subsequent levels will be set at "GO". Therefore, initially setting passwords, just pressing Enter when being asked for the Level One password will call up the password screen.
Maintain Passwords
From any RFMS for Windows module>Utilities>Maintain Passwords.
Each RFMS for Windows module has a setting under the utility menu that allows adding, changing, or deleting password settings throughout the entire RFMS for Windows program. When accessing this screen for the first time, there are entries already visible. The items appearing in the list are the main menu items that have been opened prior to the Maintain Passwords being selected.
Maintain Passwords is only accessed with the LEVEL ONE password.
The settings here apply to the entire RFMS for the Windows program.
Passwords that are already in place before this feature is installed will be intact and visible in the list.
To easily set passwords on multiple selections, press the SPACEBAR to tag the selections.
Set Tagged To Level 1: This button applies the level one password to all of the tagged menu items.
Remove Passwords from Tagged Paths: This selection removes passwords from the tagged menu items.
Application: This displays the RFMS for Windows module, Accounts Payable, Accounts Receivable, Order Entry (BCOE), and so on.
Procedure Name: The procedure name is the name of the Main Menu
ID: The ID is the menu item, button or key that is/can be password protected
Password Miscellaneous
A separate password can be set for the lock and the unlock buttons for the salesperson and tax status in an order entry.
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