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Gym invoice template for Security

hi and welcome to a gym 2 webinar on security a common thing that I hear when I talk to customers is that they don't know what they don't know and as such we'll be going right back to basics for each topic to make sure that you're all fully informed of each section at the end of the session we'll have a q a in which you can type any question you like into chat and we'll either answer live or get back to you with an answer after our webinar I also wanted to let you know that these webinars and other short informational videos are available in our learning resources Center you can find this on our website by going to .jim2.com and then the learning resources section under resources finally before we get started I wanted to thank everyone that filled out the survey ahead of this webinar it was a great source of information about how our custom base uses security so let's start on today's topic gym 2 and security before we really begin I wanted to give you an assurance and that Assurance is that our support team will assist you with any security related questions you have but they will not set any security settings for you at happen we consider the security of your system Paramount and to maintain this importance we ensure that we did not facilitate changes to the security plans that have not been expressly permitted in writing by the owner of the business the many of our customers Jim 2 is the center of their business from keeping your financial information safe and accurate to ensuring that your jobs or quotes have the right info on them at the right time the security in gym too is how you can be confident that the right people have access to the right information to consider the security settings we need to think about the users using the system after all what is a user account except a group of security settings you may have security for each individual in your organization or you may have yours based on security settings on roles or functions but what's the best way to set this up should you create a new set of security for each worker that comes in or are you able to use templates to help organize it how can you know what securities settings existing staff have let's start by looking in the security area in tools and security we come in on the security tab we'll be spending a bit of time here later so let's go to the next tab by user to get an idea of how security Works in gym 2. in the left hand plane we have a list of users which you can select ah Long Key and on the right we have the Security Options the security settings have been grouped as per the different sections of the program to help you find the exact setting that you're looking for this also affords you more options as you may wish to have someone able to unprint a job but not be able to unprint a purchase order it's fairly straightforward in that if there is a tick the user will be able to perform the actions and if there's no tick they will not there are also filled boxes which indicate that they're able to perform some but not all of the actions inside of the subtree we can see a little more clearly what I mean by the filled box if we take a look in the job section here we can see that blunky is able to do a lot of things but he's not able to edit others job comments he's not able to dock at jobs or unprint Docker jobs and if we have a look in the invoice section he's not able to unprint invoices by setting one key security settings to allow him to perform his role while restricting things outside of his role we can be sure his only performing work that he has access to we can also be sure that he'll not be able to interfere with anyone else's work now because blonky is a particularly low level worker these security settings will work well for his role but how can we use the same settings on another worker that is in a similar role well in gym 2 we have the ability to create security groups which can apply a single set of security rules to many staff in fact security groups are the only way to apply Security in gym 2. a couple of things to begin I will let you know that you do need to be a user that has been authorized to use the security area usually the owner or other trusted staff will be included from the implementation but if you have difficulty identifying someone in the business with the security give our support team a call and we should be able to help out another thing you should know about security groups is that at least one must be applied to every gym 2 user this is a rule hard-coded into gym too to ensure that no one can use gym 2 without a level of security applied to manipulate the security groups we'll need to be on the first tab of the security window the drop down at the top of this window will let us know which security group that we're currently looking at in traditional gym 2 style we have the ad edit add delete and edit buttons at the bottom of the window if we click add we'll be able to name the security group with the cursor appearing in the drop down field enter a name and then you can select the settings that you'd like to have for this Security Group this is where you'd probably spend most of the time when you have them set as you want them click save and the security group will now be selectable to apply a security group to a user we'll need to go to the user's card code an easy way to find all of your user card codes is to go to card files and create a list and then unselect everything except user in the type column once we have a user selected or while it's being created we'll only need to click on the user Tab and then while in edit mode select the security groups from which they should belong to and you did hear me correctly I did say groups as a plural you have the ability to apply multiple security groups to a single user in gym 2. gym 2 will look at each Security Group and determine if one of them has the permission to perform a task if one of the user's security groups has permission set to be allowed to complete a task it will be allowed to clarify what I'm saying is the gym 2 security is based on inclusion generally speaking a user will not be able to complete a task until they've been given permission to do it this permission in the form of the security setting will only need to be granted once however as one yes will counter all other security groups nodes as a result you may choose to base your security groups on functions that are needed within your business rather than the individuals within it in other words you can add a security group for accounts receivable and another for accounts payable perhaps one for dispatching goods and another for selling Goods so that was security groups they are absolutely vital to maintaining a strong backbone of security throughout gym 2. but what if you wanted to check out what permissions an existing worker has or even all of your staff how can you look at all of the security permissions at once let's head back to the security area and then select the third tab by group okay so we can see a few groups of users available to us in the left hand pane by selecting individuals or users in the group you're able to see and compare the security settings on the right hand side if you tick users at the top of the pane you'll get everyone active or inactive that has ever been set up in your instance of gym 2. if you only tick the active box you'll have all of your active users display the green tags at the bottom are the user groups that you may have set up if you do you'll be able to do a comparison of all users within that group we'll take active for the moment though now remembering that it pick means that a user has permission for each entry under their headers and a filled in Box means that some are allowed and some are not we can start to take a look at the area panel we can see some entries with ticks but others are just filled in the ticks in the area panel indicate that every user in this instance of gym 2 has pulled permission in those areas if we expand the scheduling security permissions we can see that every user has every rule ticked and so they're heading scheduling is also ticked jobs on the other hand is filled in we can see that some rules are allowed and some are not we can slide the screen to the right to see more users and see their set permissions this can be a handy way to check groups of Staff or all staff to ensure they have the permissions that you need them to have if you prefer to use something like Excel when reviewing these kinds of settings you are able to export these settings with all users as an Excel sheet be aware however that there is no ability to import security settings so if you use Excel to view your security settings any changes you would like will need to be made in gym 2. okay so let's talk reports Security on reports comes up fairly often as a topic in our support team and a few of you had asked in the pre-webinar survey too while we've been looking over the security settings you may have seen mention of the report level status level and price break movement downfields price break moving down can be a little tricky to explain as there's only really there for when your staff is selling stock with multiple quantity breaks that you would like to restrict so if you are using quantity breaks and would like to know how to use this security setting please give our support team a call in both the report level security and Status level security you're able to assign a number to the user or Security Group and then also assign a number to your reports and status these numbers will range from 1 being low security to 10 being high security and if the number assigned to the user is equal to or higher than the number assigned to the report or status they will be able to access it for reports this access means that they'll be able to generate the report and for statuses it means they'll be able to change a job to and from that status for example if we jump into the status area or in tools and status and then we select the Finish status for example we can see the security level here if we increase this security level to level five it would mean that anyone with a status level of 4 or under will not be allowed to set a job to finish in fact they wouldn't even see the option if the user had a status level of five or more then they would be free to set any job to the finished status this can be useful if you have some staff that only need to be part of the jobs completion or if you're suffering training and you'd like to review their work before it's finalized in addition to the status of security level you can also set a separate level for whomever you would like to have access to edit the statuses to be clear security level is to set a restriction on access to use the status and then edit security level is to be able to adjust or edit the entries the statuses belong to adjust these on a security group we can jump back into the security section we'll pop to the groups and choose one and click edit and if we adjust the status level here that's where we can set it we can do the same with the report levels and then to set the report security levels we'll need to go into the report designer which is also found in the tools tab between scripting engine and Global variables the report designer can be a little overwhelming if you haven't been in here before so I'll only take you through what we need to know for today the screen will default to showing you all reports that you have available to you in gym 2. there is a search bar towards the top of the window that will allow you to search the titles of reports you also have the ability to filter or order by the security level column if we click the column it will organize from low to high and another click will change it from high to low if we hover the mouse in the column header we'll notice the little filter symbol appear which you can then use to only select the values you'd like to see to change the security of reports you'll need to right click a report and then select properties a window will appear with a line labeled sect level as the security level and to the level that you would like to set it to and then hit OK that's it you can perform these changes in bulk as well just like when we're using Windows File Explorer we can also hold shift to select a group of reports or we can hold Ctrl to select individual reports once we have a selection we only need to right click one of the highlighted reports and then click properties when we set the security level from this point it will set it for all highlighted reports okay so by now you should be able to manipulate any security setting for any user in gym 2. but what about an overall plan for security where would we even start it can be a bit tricky to give direct recommendations to such a wide audience but I think we should be able to use some good security fundamentals to help your business I would recommend that when you're creating these plans you ER on the side of being more secure is you can always allow an action later on but undoing an incorrect action could be a lot harder or more costly let's start by thinking about our business in terms of the roles that we have within it It's associated therefore we should be able to create a basic security plan by identifying the roles within our business and then determining what they need access to but things on it aren't always that clear-cut right sometimes a salesperson needs to help in the whale Warehouse or maybe your bookkeeper needs to put through a sale well after we've worked out the static roles that don't really change a lot we can then look at the crossover tasks it may be an idea to have each of the crossover tasks as being their own Security Group as they can then be applied to whoever needs to complete that task on that day an easily removed later if the access is no longer needed of course if someone is performing crossover tasks regularly then there's no harm leaving the security group permanently set to their card file by using a backbone of security groups that align with the roles in your business and then filling in around them with the crossover tasks based on security groups you can ensure that you've covered all angles in your business actually we have a bit of a download available for you today that you might find Handy we've completed an export of the security settings from gym 2 and have created a few basic security groups that you might find helpful I'll mention again I will again mention that these settings cannot be imported but having a template sure could be useful finally the spreadsheet is intended as a guide only we are happy to provide it for you to build upon or otherwise customize for your business but it should not be taken as a plan that will work for every business taking a look at the guide we can see the security settings on the left hand side and our recommendations for their settings in the columns following we've also highlighted rules that we feel can be cause particular problems for your business if they're enabled for use we'd recommend that very few people have access to the settings in red as we'd consider them high risk for several reasons I tried to capture some basic roles within a typical business and set security consistent with why I felt those roles might be doing the first two columns however are a bit different the First Column is exclusively for high risk settings as I mentioned previously these are settings that could cause real problems for your business if they were used improperly I'd recommend that this set of permissions is only applied when you need to perform a task within them and then remove those permissions after it's complete this will help ensure that no one could accidentally cause an issue the next column is a system required Security Group and it's called administrators I would recommend that no one has this Security Group applied to them it has no restrictions whatsoever and can cause enormous amount of problems if used improperly after that I've set up security groups for an accounts role a sales role and a service role the accounts role is the least restricted as they'll need a lot of access to financial records as well as having the ability to add journals or anything else that they might need the sales role is more tailored to being able to create quotes or leads and being able to perform return from clients and the service group is probably the most restricted it will allow staff to work on their own jobs but reduces how much they can interact with other staff's jobs and it restricts exact restricts access for different areas of gym 2 also we'll get that link up soon in the chat Channel well we sure have covered a lot today about security we covered how to view individual security settings how to compare security settings how to set report and Status level security as well as how you can start building a security plan finally I'd like to thank you for attending today I'll leave some information on the screen about how you can get in touch with us and now I'll hand over to Ian who can answer any questions you might have about security thanks thank you mate much appreciated I'll get that uh I'll get the link to that download in there in the chat too have we had any questions come through nothing that I can say is yet oh yeah well we might hang around for a minute just in case anything uh Anthony pops in um Ian was there um is there a way that you think about security that might benefit our customers at the moment well one one of the things you mentioned there was about that administrator group and I'm sure that many gym two users or gym two company customers of ours would have people who are in administrator group and be thinking well I can do everything so why not the main reason we suggest you don't use administrator is because you have no restrictions you can't be stopped from doing anything even though it might not be a good idea for you to do it so our recommendation is that you have very high level security but you're able to have that group of high level different from the administrator group being able to mark some things in there that maybe nobody should be able to do or if they think they should they'd have to actually go in and amend their own security to allow them and I think a simple example of that is editing other users comments on jobs where I can't imagine a situation where I'm going to pretend to be you Ash and and want to put in something and say you said it when it was me who did it I don't think that helps the business and so for that reason it's a really good idea to leave everyone out of administrator so that they don't have that option absolutely I would even recommend uh even with this uh group that you know the groups that we've got here uh is basing a group on the high risk settings and only using that uh uh you know you wouldn't actually need the administrator account if you had a accounts account and then the high risk settings in this case yes yeah I agree I think that by being able to have an exclusive group if you like which is a high risk setting and have it sitting there and thinking well no one's a member of this unless I make them a member is a really good way to approach those crossover things as well that you spoke about so having people being members of multiple groups really works well to apportion responsibility absolutely okay uh we don't really have any questions coming in today I I hope that means that I've explained it all really well um so uh I don't know I guess we could yeah sign off a little early um yeah cool well uh thank every uh I'd like to thank everyone for jumping on today um and yeah keep an eye out for next month's webinar and we'll see you all then thank you very much