How to manage user accounts and access permissions ? - Knowledge Base Office Maker / BiblioMaker

If several people have to work in your Office Maker or BiblioMaker software, it is recommended to create an individual account for each user. This will allow you to limit the rights of certain users and to find out afterwards who has created or modified records.

By default, the program has a user named "Administrator". This user has all the rights and is the only one who can define the other user accounts.

You can access user management from Maintenance (accessible via the File>Maintenance menu), by calling the Maintenance>Configure Users menu command.

Click the Add button to create a new user account.

A user account consists of the following items:

Name
Password (tips for creating a secure password )
E-mail address

Below these fields, two areas each contain a list for determining access permissions. The area on the left lists the files in the database. Click on one of the files and determine in the right-hand area what the account may do in the selected file. By default, the user has all permissions (marked with a check mark). Click on the check mark to remove the permission.

The Authorisations are :

Consult : The user can display the file and thus consult the files on the screen.
Add : The user can use the New command and thus create new records. He can also import records.
Modify : The records of the file can be modified.
Delete : The records of the file can be deleted, subject to the usual conditions.
Print : The user has access to all standard lists the program proposes or to personalised reports included in the list.
Reports & Exports : The user has access to the editor of personalised reports and can export information to another program.
Options : The user has access to the options of the selected files and may modify them.
Special authorisations : some files have special permissions (see below)

At the bottom of the dialog, use the checkboxes to give or not give special permissions such as access to certain commands available in maintenance or information about the availability of updates.

Attributes can also be globally defined for all the files. To do this click on All Files, then specify the attributes in the same way. It is possible that when you click on All Files some options are seen to have a question mark in front of them. This means that some files have the relevant options and others not.

If a user is not authorized to access a file, it will not appear in the Data or other menus. For example, if in the Finance program the Consult option is not checked for the Glossary file, the user concerned will not see this file in the Data menu.

Special permissions

Each program offers specific permissions for certain files:

Business

File	Permission	Notice
Addresses	Access to all records	If this box is not checked, the user will only have access to the records for which permission has been explicitly granted via the “i” button at the bottom of the data entry window.
Batch and serial numbers	Access to all records	See above
Confirmations	Access to all records	See above
Creditor credit notes	Access to all records	See above
Creditor invoices	Access to all records	See above
Creditor orders	Access to all records	See above
Creditor payments	Access to all records EBICS connection	See above This permission allows a user to manage the pain.001 and pain.002 wire transfer orders to pay suppliers.
Debtor credit notes	Access to all records	See above
Debtor invoices	Access to all records Cash registers	See above If this box is checked, the user may display the dialog for managing a Point of Sales (POS).
Debtor orders	Access to all records	See above
Debtor payments	Access to all records EBICS connection	See above This permission allows a user to import payments made by customers (camt.054 file).
Delivery notes	Access to all records	See above
Employees	Access to all records	See above
Events	Simplified data entry Own data only	Displays a simplified event entry dialog box. In addition, the “Mandate Code” and “Service Code” fields are automatically populated based on the default values entered in the employee's record, and the “Invoicing” field is populated based on the service. If this box is checked, the user will only have access to the Event records that they have created themselves.
Items-Services	Access to all records	See above
Items-Tariffs	Access to all records	See above
Mandates	Access to all records Entry of events	See above If this box is not checked, the user will be able to link an event to an existing mandate, but will not be able to access the mandate itself.
Offers	Access to all records	See above
Product Bundles	Access to all records	See above
Purchases statistics	Access to all records	See above
Receptions	Access to all records	See above
Sales statistics	Access to all records	See above
Spreadsheets	Access to all records	See above
Transfer notes	Access to all records	See above
Transfer centers	EBICS connection	Allows the user to configure the basic settings so that the software can connect to the bank account. In principle, only the Administrator should have this permission.

Finance

File

Permission

Notice

Entries

Lock

EBICS connection

If this box is checked, the user will be able to lock entries.

Allows the user to configure the basic settings so that the software can connect to the bank account. In principle, only the Administrator should have this permission.

Spreadsheets

Access to all records

If this box is not checked, the user will only have access to the records for which permission has been explicitly granted via the “i” button at the bottom of the data entry window.

Staff

File	Permission	Notice
Employees	Career tab	If this box is checked, the user will be able to access the Career tab in the Employee record.
Salaries	EBICS connection	This authorization allows a user to manage the transfer orders pain.001 and pain.002 to pay employees' salaries.
Transfer centers	EBICS connection	Allows the user to configure the basic settings so that the software can connect to the bank account. In principle, only the Administrator should have this permission.

BiblioMaker

File	Permission	Notice
Addresses	Display past loans	If this box is checked, the user will be able to view a reader's borrowing history from the loan management window.