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Not applicable for Accountants Office Australia

Team Security can be applied to clients, contacts or suppliers whose details you wish to keep private.

Applying team security ensures that only those client partners and employees who are members of the team associated with “private” clients, contacts or suppliers can view their details.

You can select a setting within the Client/Contact/Supplier page > Responsibility tabs that enforce the team security restrictions on individual contacts.

If any employee has Full Assignment Access ticked on the Main tab of their employee record, this will also give the employee access to these 'private' clients.

Team security can only be set if:

  • Team Security has been configured

  • Users have been given the appropriate task permission to select the Apply Team Security checkbox.

Users cannot select the Apply Team Security checkbox if no team members have been added in the Contact/Client/Supplier > Responsibility > Team area. The message “You must add at least one Team member to apply Team Security” is displayed if you try to do so.

Team security restrictions also apply to:

  1. Client, contact or supplier search
    All search options (i.e., New search, Append to search, New search from reports and New search from lists) will exclude private clients, contacts and suppliers from the list produced in the table if searched by a restricted user (i.e., someone who is not a member of that security team).
    The same restriction applies to the following functions at the bottom of the search screen:

    • Hide form when only one item found

    • Search any part of name/code

    • Include closed clients

  2. Homepages
    Clients or suppliers that have team security applied will still display in the various homepages. But, if a restricted user tries to click a private client or supplier, that user will see the error message “You do not have rights to view this contact”.
  3. Client and contact reports
    Several standard reports show core standing data such as client or contact names, addresses, associations and telephone numbers. These reports also provide a hyperlink that lets you go directly to the client, contact or supplier record.
    The following reports have team security restrictions applied to them:

    Report Area

    Report name

    Client

    Client and Contact Addresses

    Client Contact Details

    Client Details

    Client List

    Contact

    Contact Details

    Contact List

    Contacts and Clients

    Assignment

    (AE)

    Assignment Billing Timetable

    Assignment List

    Standing Data

    Document

    Maintenance

    Associations

  4. Mail merge
    Mail merge uses the search option under client, contact or supplier to generate a list of clients, contacts or suppliers that you can generate mail merge documents for.
    As team security restrictions have been applied to the search area for clients, contacts and suppliers, they will have the same effect on the mail merge option.

  5. Associated contacts
    Clients and contacts can be associated or linked to each other. This association enables viewing of the related contacts from either end of the relationship.
    If one of the linked or associated contacts is tagged as a private contact, restricted users cannot view the contact details from within a linked client, contact or supplier.

  6. (AO, New Zealand) Tax Manager
    Team security can be enabled for the Find Tax Clients and Tax Notices pages.

To setup the configuration for Team Security

The following key enables team security in the Client area:

  1. Follow the menu path: Maintenance > Maintenance Map > User Defined > Configuration. The Configuration window opens.
  2. Type EnableClientTeamSecurity in the Key Name field on the new record row and press Tab. The cursor moves to the Key Value field.
  3. Type 1 in the Key Value field and click OK. The change to the configuration settings is saved.

    Key Name

    Key Value

    EnableClientTeamSecurity

    1

  4. Close and re-open AE for the changes to take affect.


To set up the Responsibility tab for the restricted clients
  1. Open the client(s), contacts or suppliers which are to be flagged to have team security applied and select the Responsibility tab.
  2. If the configuration has been setup as per above instructions you should see a box to tick above the Team area called Apply Team Security
  3. Tick this box, then select the Employee and their Responsibility type in the respective columns.  Click OK to save.

Updating Team Security Task Permissions for Clients
  1. Select Maintenance > Maintenance Map >  Security > Task Permissions. The Task Permissions window opens.
  2. Select the Product Central.
  3. Select the relevant Security group.
  4. Under Group Description, expand Client
  5. Tick Allow for the Task permission #Client #Apply Team Security.
  6. Repeat Steps 3 to 4 for each Security Group.
  7. Close and re-open AE for the changes to take affect.

Updating Team Security Task Permissions for Contacts
  1. Select Maintenance > Maintenance Map >  Security > Task Permissions. The Task Permissions window opens.
  2. Select the Product Practice Manager.
  3. Select the relevant Security group.
  4. Under Group Description, expand Contact
  5. Tick Allow for the Task permission #Contact #Apply Team Security.
  6. Repeat Steps 3 to 4 for each Security Group.
  7. Close and re-open AE for the changes to take affect.
Updating Team Security Task Permissions for Suppliers
  1. Select Maintenance > Maintenance Map >  Security > Task Permissions. The Task Permissions window opens.
  2. Select the Product Practice Manager.
  3. Select the relevant Security group.
  4. Under Group Description, expand Supplier
  5. Tick Allow for the Task permission #Supplier #Apply Team Security.
  6. Repeat Steps 3 to 4 for each Security Group.
  7. Close and re-open AE for the changes to take affect.