Accountants Enterprise only

Before you begin to setup menu level security, you need to establish a level based MLS scheme and group your team into a maximum of seven groups. Start with users who are to have maximum access to an application. Then determine which options are available for the members of each group with decreasing levels of access. This process must be repeated for each application you have installed.

For example, in the Management Accounting System (MAS) application, determine the menus that to be available to a user with a security level of 6. Next determine the menus that available to the user with a security level of 5, and so on down through the security levels. In this way, you can build a table of security whereby specific menus are restricted to users with a specific security level.

For example:

When the base criteria has been determined, you can allocate user security levels:

Level 0 security = MLS of 0*

Level 1 security = MLS of 1*

Level 2 security = MLS of 2*

Continue through the remaining levels.

You can then allocate the codes for menu options to the specified levels in each application.

Category based MLS scheme

To establish a category based MLS scheme, group your users into security groups matching the seven security levels (0 – 6), then group each of these levels into groups defined by the letters A, B, C etc. You can then allocate the required application menu options to each group.

For example:

Assuming that the table relates to users with a security level of 5, they would be allocated these security categories:

• Group A would be allocated 5A

• Group B would be allocated 5B

• Group C would be allocated 5C, etc.

You can then allocate the application options to these levels of security:

Category based MLS is useful for grouping your users into types. For example, you might choose to categorise Auditors as A, Tax Agents as B and Clerks as C. You might choose to assign to Managers level 5 security, to Supervisors level 3 and to all other staff level 0. A managing Auditor would then be level 5A, a Supervising Tax Agent level 3B and a clerk level 0C.

MLS tables for templates/items

Each application ledger installed has a list of Product Security codes. This is a detailed list of application menu options that can have MLS applied. The application documentation details the MLS code applicable to each option. Codes are entered into the relevant MLS table for the application template in this format:

• <mls code>=6A6B6C

• <mls code>=6*

• <mls code>=5

where <mls code> is the MLS code for the application option to be secured.

MLS codes defined in an application template apply to all ledgers for that template type. An individual ledger can also have it’s own MLS table defined via the MLS button on the Ledger Option window. In this case the specific ledger MLS table overrides the template MLS table.

Back to Menu Level Security (MLS) Setup

How to Edit Ledger MLS

Accountants Enterprise only

To edit the ledger MLS:

1. Right click on the required ledger from the Folder list and select Properties.

The

window opens.

1. Click the MLS tab.

MLS details relating to the selected item are displayed.

1. Make the required changes and click OK to save and return to the Ledger Properties window.

Back to Menu Level Security (MLS) Setup

How to Import MLS Codes

Accountants Enterprise only

Importing MLS codes enables you to quickly and easily copy the default MLS settings from the proprietary default for editing to meet your needs.

From the MLS Table menu, select Edit > Import Text to import a text file of all available MLS codes for the selected application.

To import MLS codes:

1. Click Manage > Templates to open the Template Maintenance window.

2. Select the template and click Properties to open the Template Properties window.

3. Select the MLS tab.

The

opens.

1. Make the required changes or press [F9] to open the File Import window.

2. Select the required application Product Security Codes text file and click OK.

The default location of these text files in the \SOL64 directory.

The MLS text files all commence with MLS and have a TXT extension. For example, the MLS text file for MAS4 is MLSMAS4.TXT and for PMA, it is MLSPMA.TXT.

The imported text is displayed in the

.

You can now edit the list of codes to define the security levels required to access specific menu functions within the selected application.

1. Click OK to save your changes and exit this window.

Back to Menu Level Security (MLS) Setup

How to Edit Template MLS

Accountants Enterprise only

Menu Level Security can be applied to an application template or a specific ledger. When MLS is attached to a specific ledger, it overrides any template level MLS settings.

To access Template menu level security (MLS):

1. Click Manage > Templates.

The

window opens.

1. Click Properties.

The

window opens.

1. Click the MLS button.

The

 window opens. You can add, modify or delete MLS options for the selected template.

1. Click OK to save your changes and exit this window.

Back to Menu Level Security (MLS) Setup

How to Delete MLS Codes

Accountants Enterprise only

You can delete an entire MLS table or specific lines from a table. Deleting the entire MLS table allows you to start with a clean slate so that the security lines required can be added either line by line, importing from the application template or left blank, resulting in no security being defined.

Deleting specific lines in the table allows them to be either entered again manually or removed completely resulting in no security defined for that option.

To delete MLS codes from an application template:

1. Click Manage > Templates.

The

window opens.

1. Highlight the application template required and click Properties.

The

window opens.

1. Click the MLS tab.

The

window opens.

1. Click Edit to activate the MLS codes.

2. Highlight the lines to delete or highlight the whole table as required and click Delete.

To delete MLS codes from an individual ledger:

1. From the Ledger list, highlight the required ledger and click Properties.

The

window opens.

1. Click the MLS tab.

The

window opens.

1. Click F2 to activate the MLS codes.

2. Highlight the lines to delete or highlight the whole table as required and click Delete.

Back to Menu Level Security (MLS) Setup

Security Controls

Accountants Enterprise only

The system contains a number of extended features that may be optionally implemented within your practice by a MYOB consultant.

Security Controls can be used to restrict access to ledgers or folders to either protect sensitive data or enforce authorised access.

The system allows you to control access to ledgers via:

• Restricting the user view.

• Folder and item passwords.

Back to Menu Level Security (MLS) Setup

Product Installation

Accountants Enterprise only

Some application ledgers may be installed by clicking Tools > Install or Manage > Products > Install.

To install a new application:

1. Click Tools > Install to open the Product Installation window.

2. Click the down arrow and choose the drive.

3. Click OK to commence the installation.

Back to User Interface