Users Concepts and Processes

"Setting up users" entails creating the user IDs and passwords that allow users to log in. Users can be assigned roles that grant permissions or individual users can be granted permissions. Users can hold membership in groups that enable access to data in databases or individual users can be given access to data in databases.

While it is possible to add a user, grant that user permissions, and give that user access to data, adding users to roles and groups as a way to grant permissions and allow access to data is the more efficient model. Having users assigned to roles and groups allows you to make sweeping changes in permissions (using roles) and access to data (using groups).

To use this model, you must complete the following tasks:

Identify all of the roles within your organization that must complete the same tasks using the software. That is, list the various parts—for example, by job title—that individual users play within your organization. Keep in mind that a user can be assigned to more than one role; therefore, use specific definitions for roles. Refer to Roles Concepts and Processes for an example of roles.
Assign roles to users to grant permissions. If the needs of the users change, you can update the role, which in turn automatically updates the permissions of all users assigned that role.
Identify all of the groups within your organization that need access to the same data. That is, list the various menu options to which members of a group need access. Menu options to which users can be granted access vary by application within the framework. However, regardless of the menu option, you use System to grant access. Refer to Groups Concepts and Processes for an example of groups.
Assign users to groups to enable access to data. If the needs of the users change, you can update the group, which in turn automatically updates the access to data for all users who are members of that group.