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Advanced Security - FAQs

Available in all Great Plains 8.0 systems, Advanced Security provides an alternate user interface for setting security. It allows you to apply the same security settings to multiple users, classes, or companies simultaneously. Advanced Security includes the following features:
  • A graphical interface that makes it easy to use and navigate.
     
  • Roll-down security settings within classes; does not affect other changes made to resources at the user level.
     
  • A copy feature that can be used across users or companies.
     
  • Security for Smartlists so you donít have to go to a separate window to set it up.
     
  • The ability to choose the view (by dictionary or by navigation menu) when setting up security.
     
  • The ability to store changes until you are ready to apply them.

Note: If you decide to use Advanced Security, we recommend that you use it to set up all your security rather than using Advanced Security for some options, and the original Great Plains security windows for others.

1: Where is the Advanced Security module located within Microsoft Great Plains?
To access the Advanced Security module, take one of the following actions:

  • In Microsoft Great Plains 8.0, click Tools, point to Setup, point to System, and then click Advanced Security.
  • In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0, click System on the Setup menu, and then click Advanced Security.
2: Does Advanced Security extend the Microsoft Great Plains security model?
No. Advanced Security is just a new interface for the existing security model. Within the instance of SQL Server for Microsoft Great Plains, Advanced Security uses the same security tables that regular Microsoft Great Plains security uses.

3: What are some of the benefits of using Advanced Security?
  • It enables security to be set up for multiple users, companies, and classes at the same time. When class changes are made, Advanced Security does not overwrite user-level changes.
  • It lets you set security based on the navigation model. In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0, there is an option to hide palette entries for windows to which a user does not have access. In Microsoft Great Plains 8.0, this functionality is built into the new navigation model.
  • It provides an interactive dialog box that can identify and fix security problems. Advanced Security lets you give temporary or permanent window access back to a user without having to change logins or to use a different computer.

    Note: To be prompted by the interactive dialog box, you must have a system password configured. You must enter the system password to make the security changes through the interactive dialog box.

    Note: The interactive dialog box is controllable in Microsoft Great Plains 8.0. By default, this dialog box is turned off in Microsoft Great Plains 8.0.
4: What does the Advanced Security Accelerator do?
The Advanced Security Accelerator includes an accelerator table that is a cache of the status of every node in the security tree for every user, company, or class combination in Microsoft Great Plains. The Advanced Security Accelerator lets you obtain the status of a node quickly, because you do not have to read all the levels of child nodes.

5: What Advanced Security Accelerator options should be checked or unchecked, and what do they mean?
Following are recommendations for the Advanced Security Accelerator options that should be checked or unchecked. To view these options, click Options when you are within Advanced Security.
  • Run accelerator in background while Advanced Security is open should be checked. It is worthwhile leaving Advanced Security open so that the accelerator can finish processing. Even though you can still use Advanced Security when the accelerator is processing, Advanced Security runs faster after the background processing has finished.
  • Reset accelerator on window close (temporary cache) should be unchecked. If this option is checked, the accelerator will re-create itself from scratch every time that you open the window.
  • Keep accelerator synchronized at all times should be checked. This option ensures that any changes that were made by using the old windows are carried over into the accelerator.
  • In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0 only, Use external accelerator tables for better performance should be checked. The path that you specify in the Default path box has to be a Universal Naming Convention (UNC) path and should point to a shared location that is available to all workstations.

    Also, for performance reasons, you should set the default path to be local on the computer from which you make most of the security changes. The Local Path box should be blank on all workstations except for the workstation where the default path is actually local.

    Note Microsoft Great Plains 8.0 Advanced Security does not have the external accelerator option. When it uses a SQL-based accelerator table, Microsoft Great Plains 8.0 Advanced Security is 10 to 20 times faster than Microsoft Great Plains 7.5 and Microsoft Great Plains 7.0.
6: What occurs if I turn off the Advanced Security Accelerator?
If you turn off the Advanced Security Accelerator, you experience the following results:
  • You lose the ability to see or change security settings except at the very lowest levels of the tree. You must drill down to the specific node to see whether access is granted or denied.
  • You cannot roll down security from a menu to all the entries on that menu.
7: How do I turn off the Advanced Security Accelerator?
To turn off the Advanced Security Accelerator, follow these steps:
  1. Within Advanced Security, click Options.
  2. Click Do not use accelerator and do not display status of parent objects.
  3. When you are prompted whether you want to reset the accelerator, click Yes.
  4. Click OK to close the Advanced Security Options dialog box.
8: Why does Advanced Security process the accelerator every time that I open the Advanced Security dialog box?
If background processing is on, the accelerator runs when you open the Advanced Security dialog box. The accelerator first tries to determine whether you have added any customizations. The accelerator then continues to process users, companies, or classes until the accelerator has processed all combinations. After the accelerator is finished, the Advanced Security dialog box opens more quickly.

9: Why does Advanced Security stop me from exiting Microsoft Great Plains or from changing to another company?
When you close the Advanced Security dialog box, the accelerator is still processing in the background. A small window is displayed to indicate that the accelerator is still processing. When the accelerator has finished processing, you can exit Microsoft Great Plains or change to another company.

10: What is the difference between the views in Advanced Security?
The views in Advanced Security let you see the different areas of the system for which security can be controlled. The By Menu, By Dictionary and By Alternate, Custom and Modified views all derive their displays from the same data. A change that you make when you are in any one of these views will be reflected when you are in any one of the other views.
  • The By Menu view is based on the navigation model of Microsoft Great Plains. The By Menu view is a good view to use when you change security, because you cannot easily deny access to system resources or to lookups by mistake.
  • The By Dictionary view shows all resources in the system. In this view, system resources are sorted by dictionary, by type, and by series. The By Dictionary view can be used to fine-tune security for resources that are not in the navigation model.
  • The By Alternate, Modified and Custom view shows only the resources that have been customized. Following is a list of resources that can be customized:
    • Alternate forms and reports. These resources are created by a developer.
      Note In this view, an alternate window will appear under the dictionary for which the window exists instead of under the original dictionary.
    • Modified forms and reports. These resources are created by an end user.
    • Custom reports. These resources are created by an end user.
  • The By Toolbar view is based on the toolbar items within Microsoft Great Plains. The By Toolbar view exists only within Microsoft Great Plains 7.0 and 7.5.
11: Where do I find my alternate and modified windows and reports?
A quick way to view alternate and modified windows and reports is to change the view by clicking the down arrow and then clicking By Alternate, Modified and Custom.

12: How do the "Grant Security: All Alternate windows and reports" and "Grant Security: All Modified windows and reports" options work?
These options are enabled when access is being granted back to a resource after the access was denied. If there is a single alternate window or report, it will be chosen instead of the original dictionary if the Alternate option is chosen. If there is more than one alternate window or report, Advanced Security keeps to the original version. After Advanced Security chooses a dictionary, a modified version of the window or report is chosen if there is a modified version of the window or report and if the Modified option is chosen.

13: How can I select classes in Advanced Security?
By default, the list in the lower right section of the Advanced Security dialog box shows users only. You can change the view by clicking View and then clicking Users and Classes or Classes Only.

14: How can I use Advanced Security to quickly give access to customizations?
To use Advanced Security to quickly give access to customizations, follow these steps:
  1. In the Advanced Security Options dialog box, click All alternate windows and reports and All modified windows and reports in the Grant Security section.
  2. In the Default Resource View box, click By Alternate, Custom and Modified.
  3. Remove access to the resources that are shown in the view, and then grant access back. Removing access and then granting access back grants access to the customizations where they exist.
Note You must look for situations where more than one alternate window or report exists. In these situations, you may want to manually select a resource to use.

15: What does it mean when the No Dictionary option is selected for a window or for a report?
The No Dictionary option indicates that one of the following conditions is true:
  • The security record is pointing to a dictionary that is not currently loaded on the computer.
  • A modified version of a window or of a report does not exist on the computer.
16: Can I hide menu options to which a user does not have access?
In Microsoft Great Plains 8.0, users do not see menu options to which they do not have access. In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0, you must select the Hide windows on palettes when denied security option to hide palette choices to which users do not have access.

Note Make sure that security is active for all companies within Microsoft Great Plains. To verify this, click Tools, point to Setup, point to Company, and then click Company. Make sure that the Security option is selected.

17: Why do I lose access to my customizations when I click Revert?
The Revert option is designed to restore the security to the state in which it was when a user was first created. The Revert option grants access to the unmodified version for all resources except for advanced lookups. Advanced lookups are automatically selected from the Smartlist dictionary. In other words, access to alternate or modified versions of forms and reports is removed, and access to the original is granted back.

18: What does the Revert Security First option do?
The Copy, Rollup, and Rolldown features of Advanced Security include the Revert security first option. If this option is selected, the target entity is granted access to the unmodified version for all resources before the copying occurs. When the copy process starts, only nondefault security is copied. A resource that has nondefault security is granted access unless you specifically deny access. If you grant access to the original resource, no record is stored in the table for that resource. Therefore, if Revert security first is selected, the target entity grants access back to all resources, and then the denied security and alternate or modified security are applied. This process duplicates the source security.

If Revert Security first is not selected, all the security for the target entity is maintained, and all the denied security and alternate or modified security from the source entity is overwritten. This process actually combines the security records for the target with the records for the source. Remember that the process combines only the nondefault security. Therefore, if access is granted to one entity but is denied to another, the result is denied.

19: Can I use regular security after Advanced Security has been used?
Yes. You can use both regular security and Advanced Security. However, if you make a change to one security window, you must make sure that the other security window is not open.

When you use the old Class and Security dialog boxes, the accelerator must process every time that you change back to the Advanced Security dialog box. When you use the old Class and Security dialog boxes, sections of the accelerator are dropped. Therefore, these sections of the accelerator will be reread the next time that you use Advanced Security. It is faster to drop sections of the accelerator table and then reread the data when the data is next required than it is to try to keep the accelerator synchronized record by record.


20: What are some tips and tricks for setting up security within Advanced Security?
Following are some tips and tricks for setting up security within Advanced Security:

  • To reset security to give a user access to all resources, revert the user. For more information, see the answer to question 17.
  • To give access to custom resources, use the By Alternate, Custom and Modified view. For more information, see the answer to question 10.
  • To remove access to sections of the navigation menus, take one of the following actions:
    • In Microsoft Great Plains 8.0, use the By Menu view.
    • In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0, use the By Toolbar view.
  • To fine-tune access to windows that are not directly on the menus, use the By Dictionary view.

    Note In Microsoft Great Plains 8.0, users do not see the menu choices to which they do not have visual access. In Microsoft Great Plains 7.5 and in Microsoft Great Plains 7.0, select the Hide windows on palettes when denied security option to hide palette choices to which users do not have access

    Note Make sure that security is active for all companies within Microsoft Great Plains. To verify that this is the case, click Tools, point to Setup, point to Company, and then click Company. The Security option should be checked.
21: How can I optimize performance for Advanced Security?
To optimize performance for Advanced Security, follow these steps:
  1. Turn the accelerator off.

    Note After you turn the accelerator off, you cannot view or change security settings except at the lowest level of the tree.
  2. Optimize the accelerator settings. To do this, use the Advanced Security Options dialog box, and follow the following recommendations:
    • Use the external accelerator, and store the tables on a shared folder that is available to all computers. You can use a UNC path.
    • On the computer that hosts the external accelerator, set a local path for the accelerator. This action bypasses the network subsystem for that workstation.
    • Perform the major security maintenance on the computer that hosts the external accelerator.
    • If you have fewer than 300 users, companies, and classes combined, use background processing, and let the processing finish. If you have more than 500 users, companies, and classes combined, turn background processing off, and let the system cache on demand. To set this functionality, click Options within Advanced Security, and then either select or click to clear Run accelerator in background while Advanced Security is open, depending on the total number of users, companies, and classes in your environment.

      Note You can continue to work with Advanced Security when background processing is continuing.
  3. When you make changes, select only one user or one class at a time. If you select multiple users or multiple classes at the same time, or if you select both a user and a class at the same time, it takes longer to process changes.
  4. If you use classes, you can choose not to show class changes for users as the changes are made. If you select this option, performance improves, and the changes are still applied to the users when the class changes are applied. To choose not to show class changes for users as the changes are made, click Options within Advanced Security, and then click Display class changes on affected users.
 

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Computer Resources, Inc. of Memphis - a Microsoft Business Solutions Reseller

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