7.03.01 setting employee access levels (security)
Access Levels help to protect a database by allowing an administrator to limit what each employee can do/access in a particular database. This ensures only employees with approved access can make updates or changes to Bid and/or database information. Employees and Access Levels are database specific so each database can have different users/access levels.
Access Levels for employees are set in the Employee Detail dialog. Access Levels are recommended, especially when multiple users are sharing a database. To use Database Logins, there must be at least one Administrator and each estimator must be assigned a login name and password.
Database security is not bid-specific. Changing a user's Access Level/Rights can affect their access to every Bid in the database. Understanding the consequences of making changes to database security is important before implementing.
To access the Security Access Levels screen, an employee record must be open and that employee must have Enable Logins checked.
If employees assigned to this Access Level are to be have Administrator functions (ability to change Database properties and add/modify employees), put a check in the box next to Set as System Administrator. This Access Level will have Full Access to all Database tables regardless of the specific table settings.
Click OK to return to the Employee (Master) dialog
Below is a explanation of the various options available for setting security rights in On-Screen Takeoff.
Database Table |
Full Access |
Read Only |
No Access |
Other's Bids (based on who is listed as Estimator on the Cover Sheet) |
Employee will be able to SEE AND EDIT all Bids in the database whether they are the Estimator or not. |
Employee will be able to ACCESS but will not be able to EDIT Bids for which they are not the Estimator.
The Bids list shows all Bids in the database. |
Employee will not be able to access any Bids for which they are not the Estimator. The Bids list will display these Bids, however, the employee will not be able to open or edit them. They can Send Others' Bids as a Bid Package. |
Bids List (the Bids Tab) |
Employee will be able to add, modify and delete any Bid that displays on the Bids Tab, regardless of who the Employee is.
|
User will not be able to create new Bids, however, based on "Other's Bids" setting, may be able to DELETE or modify an existing Bid.
Employee cannot Add, Delete Base Bids, Folders or Import a Bid, however, they CAN add/modify/delete Alternates and CO's for existing Bids. |
Employee will not be able to see ANY Bids in the database nor will they be able to add any information to the Bids Tab. This is generally reserved for a database administrator - someone that is responsible for setting up Master items/estimators, but doesn't actually bid projects. |
Master |
The entire Master Menu will be available to a user. |
User will be able to VIEW all Master Menu selections but will not be able to make changes to the actual tables unless they specifically have Full Access rights to Styles/Sets |
User will NOT be able to VIEW any Master Menu selections unless they specifically have Full Access or Read Only rights to Styles/Sets All menu items on the Master list will be inactive/greyed-out. |
Styles/Sets |
Employee will be able to Add/Modify/Delete Styles and Style Sets. Regardless of what Access Level is selected under "Master" |
User will be able to access the Styles and Style Sets lists, however, they will not be able to save any changes. |
User will have no access to the Styles and/or Style Sets LISTs. They can still add Styles and Style Sets to a Bid, but they cannot invoke the actual list from the Master menu, nor can they save changes to any Style or Style Set. |
Contact Support for any questions on how to properly configure and implement security settings.