Passwords

Passwords

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The IBS System is password protected. The window titled Password Maintenance allows the user to Insert a new user into the Password Permissions File, Change the permissions for an existing user in the Password Permissions File, Delete an existing user from the Password Permissions File, Clone an existing user's password permissions file to quickly create password permissions for a new user in the Password Permissions File, or print several Reports

of the data contained in your Password Permissions File.

The password system provides the following basic functions:

¯ Controls access to the various options through the permissions which have been granted in the Password Permissions File.

¯ Places an identifying User ID on the various entries which are created to provide an audit trail of transactions made in the IBS System.

Passwords and User IDs must be unique for each user-----the system will not allow multiple users to be assigned the same User ID or Password.

Password set up involves multiple screens of permissions. First you must assign the new user the appropriate System Module Permissions and overall System Permissions. Next you must assign the appropriate permissions for each module to which the new user has been given access rights. In previous versions of our software, new user permissions had to be set up first in the IBS Main Menu and then in each individual module. You may now add, change, or delete all password permissions for a user through the Passwords option found on the File Pull-Down Menu of the IBS Main Menu. Please note, however, that you may also change password permissions that are specific to any module within that module. Use the Passwords option on the File Pull-Down Menu of the IBS Main Menu to set up passwords for a new user. Press the [Insert] button on this Password Maintenance window to add a new user to the system. A window titled Add Module Permissions (System Main Menu) will appear. You must first set up a unique User ID that will be assigned to this new user. Please see User Name File Maintenance for more information on how to set up the User ID for a new IBS user. After you set up the User ID for this new user and Select that new User ID, then the user's Name will appear in the appropriate field on this window. You will then enter the appropriate Password and assign Module Permissions, as appropriate, for this new user. For additional information, please see Update the Permissions File.

Once you have selected the appropriate permissions on the windows denoted as "System Main Menu", the system will then automatically scroll through additional password permission windows for each module to which this new user has been given access. The name of each module will appear at the top of these windows.

IMPORTANT: Permission #1 (Edit Data File Locations) located on the IBS (1-20) tab for each module should be assigned ONLY to your company's IBS System Administrator(s). We do not recommend that you give this permission to all of your IBS users. The File Redirection File on the IBS Main Menu and within every IBS module contains the path to your IBS data files and an incorrect change to this file will cause problems running the IBS programs.

The password set up for a user on the System Main Menu screens may or may not be the same password set up for that same user within each IBS module. Obviously it is much simpler to use one password for each user on both the System Main Menu and within each IBS module the user is permitted to access. The single password method means the user will only have to enter his/her password one time to open the IBS program. After the IBS program is opened, the user can then open the modules allowed by their password permission file without having to re-enter their password.

Some of our customers, however, desire a more intense level of security on some modules so they will use multiple passwords for a single user. The user will be set up with one password on the System Main Menu screens which he/she will use to open the IBS program. Then the user will be assigned a different password for the module(s) he/she is permitted to access. This multiple password method will provide a deeper level of security on modules such as Payroll Manager which contain confidential data. However, it will also require your users to be able to remember more passwords.

Each company must determine the level of security they desire on their system and then set up their password permission files in a manner which will meet their security needs. If you have any questions about password security issues, please call our Technical Support Staff.

Use the Passwords option on the File Pull-Down Menu of the IBS Main Menu to add, change, or delete password permissions in the Password Permissions File. NOTE: To access this file you must first enter your company's Program Master ID.

[ Insert ] Press this button to open a window titled Add Module Permissions which enables you to add a new user to the password file. Enter the appropriate User ID, User Name, Password, Module Permissions, and System Permissions for the new user. Then press the [Add] button to add this new user to your system.

NOTE: Once a new user has been Added to your system, the system will then automatically scroll through several windows of permissions that are specific for each module to which this user has been given access. Each window that appears will include the name of the module to which it pertains at the top of the window. Check the appropriate module-specific permissions for each module and press the [Save] button on each window to save those permissions for the new user. Please note that you can also assign module-specific permissions within each module by using the Passwords option found on the File Pull-Down Menu within each module. This method will be more time-consuming though as you will be required to enter your company's Program Master ID to open the Password File within each module.

[ Change ] Press this button to change password permissions for the highlighted user. Multiple windows titled Change Module Permissions, Change System Permissions, or Change Account Permissions will open, as appropriate, for each of the modules to which this user has been given access. Enter the necessary changes on each window and then press the [Save] button to save those changes and advance to the next window. NOTE: The system will automatically scroll through the appropriate windows of permissions for each module to which the selected user has been granted access and each window will include the name of the module at the top of the window.

[ Delete ] Press this button to delete ALL password permissions for the the highlighted user from your password permissions file. Another window titled Delete Module Permissions will appear. Press the [Delete] button on that window to confirm your desire to delete ALL password permissions for this user from your password permissions file. NOTE: When you use the [Delete] button from the Passwords option of the IBS Main Menu, the user will be entirely deleted from the IBS System. However, if you use the [Delete] button from the Passwords option within a specific module (e.g., Accounts Payable module), the user will only be deleted from that specific module.

NOTE: If you totally delete a user's password from within a module, the system will NOT automatically remove that user's Module Permission to that specific module as was assigned when you added that user to the system through the Passwords option on the IBS Main Menu. You must manually remove the user's Module Permission for that module through the Passwords option on the IBS Main Menu if you no longer want that user to have permission to even access that module. Without removing the user's Module Permission for that module, he/she will be able to open the module; however, he/she will not be able to use any of the functions within the module.

[ Clone Password ] Press this button to open a window titled Clone Password which enables you to "copy" the password permissions for an existing user to create password permissions for a new user. If you have several employees who perform similar tasks in the IBS System (salespersons, dispatchers, customer service representatives, etc.), then this Clone Password capability can speed up the process of setting up password permissions in the IBS System.

[ Change Passwords Only ] Press this button to open a window titled Change Passwords that enables you to quickly change the password(s) for the selected user.

[ Reports ] Press this button to open a window titled Password Reports which enables you to print several password permission reports.

[ Close ] Press this button to close this window and return to the previous window.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window..