ANSWER ID:9441

MYOB RetailManager Security enables you to control your staff access to certain areas and functions within RetailManager. This support note details a typical setup for security assisting you in the setup of RetailManager Security.

Security settings and access restrictions are assigned via the staff group that you create. This group enables you to set access privileges that can be assigned to a number of staff members. In this way you can group staff by the level of access you might have.

For example, you might only want one administrator who will have full access to all parts of the application, a group of senior staff who have access to most areas of RetailManager, and a staff group that might be specifically setup for staff who's duties are solely sales.

Setting your security options for the first time

Setting up security involves the following tasks

1. Enabling Security

2. Setting the Sign-On method

3. Creating Staff Groups

4. Applying restrictions to staff groups

5. Assigning staff members to staff groups

6. Working with passwords

7. Signing on to RetailManager for the lowest group

Task 1:  Enabling Security

When you first open the Security window, one or two staff groups will be pre-defined; the Old Security group and the Administrator staff group.

The Old Security staff group is created if you had security settings in a previous version of RetailManager and you have upgraded to the current version.

The Administrator staff group is automatically created and cannot be edited or deleted. Users assigned to this group have full access to RetailManager

To enable security you must assign at least one staff member to the Administrator group.

Note: After changing any security settings your shopfront will be closed and re-opened for the settings to take effect.

Assigning a staff member to the Administrator Group

Assigning a staff member to the Administrator group means that you are enabling security.

1. Go to the Setup menu and choose Security. The Security window appears.
   
2. Click the Assign Staff to Staff Groups tab. The Assign Staff to Staff Groups view appears.
   
   
   
3. Select the Administrator staff group by clicking Administrator in the Staff Groups Column.
   
4. Select the staff members you want to include in the Administrator staff group.
   Note: You are required to set a staff password for each staff member that is an administrator to do this.
   
5. Click on the staff member who is assigned to be an administrator and select the Set Staff Password button to create their password. (Do this for each staff member who will be an administrator.) You should also set a reminder question at this point.
   Note: The reminder question and the answer that you specify for it cannot contain your password. Retail Manager will reject the question or answer provided by you. This is purely a security measure.
   
6. Click Apply.
   
7. Click OK to close the Security window.

Task 2 : Setting the sign-on method

Once you have security enabled you can choose between two methods (shown below) of signing on. These two methods influence how the security works with a particular session of RetailManager.

The sign-on method that you choose is only relevant to the computer you are working on. If you are running RetailManager on a network you need to set the sign-on method from each computer on the network.

The two sign-on methods are Staff group and Individual.

Using the staff group sign-on method: This enables any member of a chosen staff group to sign on and perform RetailManager functions without re-opening the shopfront. Using the Staff Group method, a number of staff members are able to sign-on and use RetailManager at the same time.

Using the Individual sign-on method enables only one staff member to sign on to the shopfront. This staff member becomes the default staff member for transaction windows, and you can only have the one staff member using RetailManager.

To set the sign-on method for a shopfront

You set the Sign-On Method for a shopfront using the Sign-on Method window which will automatically appear when you open your shopfront.

1. From the Sign-on Method window, select either Staff Group or Individual Staff as your sign-on method for this shopfront.
   
2. If the In future, do not display this window option is selected, the sign-on method will automatically apply to this shopfront the next time it is opened. This means, only the sign-on window appears.
   
3. Click OK to sign on.

Task 3 : Creating Staff Groups

The next step is to create the staff groups that you require. As per the example at the top of this support note, you need to create three groups. They are:

• Administrator (Automatically created by RetailManager)
  
• Senior Staff, &
  
• Sales Staff

To create these groups:

1. Go to the Setup menu and choose Security.
   
2. Click the Create/Edit Staff Groups tab.
   
3. Click Create. The Create Staff Group window appears.
   
   
   
4. In the Name field type the name you want to give the group, e.g. Senior Staff. A suggested abbreviation is displayed in the Abbrev. field.
   
5. Press TAB to accept the abbreviation or type an abbreviation of you own.
   
6. Enter the description of the group you are creating, e.g. Managers/Senior Staff.
   
7. Click OK to save the new group.
   
8. Repeat steps 3 to 7 for your Sales Staff group, or any other group you require.

Task 4: Restricting staff group privileges

Once you have created your staff groups the next step is to apply access restrictions to the staff group.

When you first create a staff group, no restrictions are applied. A member of any staff group has the same access to RetailManager as a member of the administrator group. To set group privileges:

1. Go to the Setup menu and choose Security.
   
2. Click the Restrict Staff Group Privileges tab. The Restrict Staff Group Privileges view appears.
   

To restrict group access to a particular menu item

1. In the Privileges column, locate and click the menu item from which you want to restrict this staff group.
   
2. Locate the staff group whose access to a particular menu item you want to restrict.
   
3. Select the staff group in the highlighted line.
   
4. When you have selected all those menu items to which you want to restrict access for the staff group, click Apply to record your changes.
   
5. Click OK to close the Security window.

You can need to set the following privileges for your staff groups:

Senior Staff Privileges:

As senior staff, you may want this group to have access to all transaction areas but want to restrict this group from:

• All functions from the File menu (select the checkbox to the right of the File privilege; this will restrict this group from all security functions under the File menu.
  
• Stocktake
  
• Merge delete records, reallocate numbers & single Item Stocktake
  
• All functions in the tools window, (select the checkbox to the right of the Tools privilege.)
  
• All functions under the setup functions.

Sales Staff Privileges:

As Sales staff, you may want this group to have access to only sales transactions, and the ability to make payments on some transactions.

Select all but the following restrictions for the Sales Staff group:

• Sales
  
• Lay-By payments & Sales Order payments

Task 5: Assigning Staff to Staff Groups

You can now assign staff to their respective group, based on the privileges set in the previous step. To assign staff to staff groups:

1. Go to the Setup menu and choose Security. The Security window appears.
   
2. Click the Assign Staff to Staff Groups tab.
   
3. Select the staff group to which you want to assign staff by clicking the staff group name in the Staff Groups column.
   
4. Select the staff members you want to include in the selected staff group.
   
5. Do this for each staff group that you have, ensuring all staff members are assigned to at least one group.
   
6. Click Apply to record your selections, then click OK to close security.
   Note: You may be asked to set password for your administrator. Set the password for each staff member who is assigned to the administrator group.

Task 6: Working with passwords

An important feature of security is the use of a password, when you assign staff members to the administrator grou"