Security Access Rights in Estimator

Sometimes users make changes to basic window settings and configuration that can adversely affect data accuracy and system efficiency. This can result in costly mistakes and hours of work to set things right. That is why it is necessary for system administrators to agree upon specific configuration and security protocols that regulate access and editing rights to the hundreds of system windows, menus, and reports.

There are two different ways to go about setting up security access inside the SharpeSoft Estimator, both of which will be elaborated on below.

Assign Menu/Window Security

The Assign Menu is accessed from the Security menu found on the main menu bar.

When you first enter this window, a list of Groups and Users will appear to the left of a list of procedure groups. These groups hold the names of the hundreds of different windows, menus and reports found throughout Estimator. By default, the Set Access Rights window opens on the Per User window/tab. You can search through procedure groups with the search bar Search by entering the name of your procedure group. Entering only part of the group's name works as well; clicking search again will cycle through all the procedure groups that contain your search terms. To simplify your view of the procedure groups, click the Collapse Tree icon to hide all procedure sub-groups. To view these sub-groups again, click the Expand Tree icon .

Clicking anywhere within the Users list will display what groups that user belongs to, if any, as well as the access rights of that user as displayed in the procedure group list. Scrolling through the procedure group list will show you how the user has access to certain areas.

To give a user new access permissions, or change old ones, highlight the user, and then click on the access node title you wish to edit. Now you can cycle through the access options by either double-clicking on the access node title or pressing the space bar. Note that this may potentially override previous access settings. Make your changes and select OK to immediately apply the changes and close the Access Rights window.

Clicking on the Per Access Point tab will reverse the view from the one above. Now, by selecting individual access nodes under the Access To field on the right, permission status will be displayed next to the name of each Group and User. The icons and procedure to change access are the same as the Per User method, double-click or press the space bar to cycle through the three different access permissions. Make your changes and select OK to immediately apply the changes and close the Access Rights window.

Individual Window Access

Admins also have the ability to determine security access based on individual windows.

This window can be opened by pressing Ctrl+F8 while in any system window programmed for security. When you are initially setting up your system security, it is easiest to use the Assign Menu/Window Security window to set your users and user groups access all at the same time. Later, you may find that security needs to be changed for one or more windows. In that case, it is easier just to move to the windows where you want access changed, press Ctrl+F8 and immediately change the window's access.

Shown below is the Set Access Rights window for the Jobs window. The Name column lists all of the users and user groups that were previously set up in the Security Groups window. The Access panel contains eight security procedures, including: Access, Update, Backup, Delete, ReadOnlyStatus, Archive, Export, and AccessAllEstimators. Each user or user group listed in the window can have their security access set in each of these columns. As an example, you might allow a user or group access to the window, but then deny them the ability to update its information, thus making it a 'read only' window for that particular user or group.

Keep in mind that windows do not always share the same security procedures. The Rounding Sheet's Set Access Rights window does not have a security procedure for updating construction material, for example.

To change a group access to the window or to actions within the window, double click on the access icon in the column next to the group. This will cycle access through the three available access options, in order they are Group Access > User Access > No Access. Double clicking acts as a toggle. You can also toggle between access options by clicking on the access icon and pressing the space bar.

Conclusion

Security is an important component for any endeavor, but doubly so when it comes to construction estimating. Maintain peace of mind by being proactive with your security, so you can focus on what matters most.

You can continue on to other helpful Fast Trax articles found in the Blog section. To learn more about this particular subject, consult your system Help manual, or just give us a call and we’ll be glad to walk you through it.