1. Access Levels
1.1. Prerequisites for Access Level
The Department Names (ManEx, Sales, Administrative Departments) and Work Centers (ManEx, Production, Production Work Centers & Activities) must have been entered prior to using this module.
 
To allow access to ManEx Accounting System, the attached worksheet has been provided for you to complete.  When ManEx is first installed at your facility, user access security database tables are empty, except for the original ManEx password.  If you need assistance in obtaining this master password, please email support@manex.com.

The attached worksheet will help you to organize the information that needs to be entered at a Security Manager level (i.e. ManEx system administrator) to populate the necessary security tables before ManEx is ready to be used.  
 
Note:  Make sure that once a password is issued, the System Administrator records and maintains these passwords in a secure location.  There is NO way to view a password in MmanEx.  All information relating to the actual passwords is encrypted and even the ManEx Systems cannot determine a password once it has been entered into the system.  So, it is very highly recommended that the System Administrator record and maintain the passwords in a secure location.


Complete the attached worksheet and  "Mark as Completed RoadMap Section C Item 1-a"  before continuing the setup.

 
1.2. Introduction for the Access Level
When ManEx is first installed at your facility, user access security database tables are empty, except for the generic ACCT1 login to the system that has the Accounting Supervisor Security rights. If you need assistance in obtaining this master password, please email support@manex.com


An Accounting Supervisor  person has the authority to control the access to ALL ACCOUNTING screens, including their own.  They also have access to Accounting setup modules, accounting security and any speical accounting utilities.  This person can assign someone else to also be an Accounting Security Supervisor and can assign rights only to accounting screens and no other screens. They do NOT have access to any of the production modules or the Security module for the production modules (unless individually assigned rights by a Production Supervisor ).  

Any individual user granted access to both areas (Accounting and Production) will have the same login screen, and will be able to open screens for both areas simultaneously without having to open a new ManEx License. 

The same person cannot be both a Supervisor and an Accounting Supervisor.  The reason for this is if the controller of a business is paranoid about who sees accounting, they can monitor the access of the ManEx System Supervisor, and to whom the Accounting Supervisor privileges have been granted.


 
1.3. Fields & Definitions for Security System
1.3.1. Users

Description of fields:

User ID This user ID is used by the system for tracking purposes (8 characters)
User Initials This initial is used to display as a stamp when a user changes or adds information within a module. (3 characters)
Last Name Users last name (15 characters)
First Name  Users first name (15 characters)
Mid Name  Users middle name or initial (15 characters)
E-mail Address  This is the e-mail address for this employee 
Work Center

This is the work center to which an employee is assigned.Production employees should be assigned to Work Center (pop-up menu)
Department This is the Department to which an employee is assigned.Administrative or support personnel should be assigned to a Department (pop-up menu)
Password Each user needs to be assigned a password (maximum of 10 characters).The password used will identify the user and include their initials on each transaction processed.
Verify Password This field is where the password is re-entered, to verify that the password entered is correct. (10 characters)
Home Screen  A “Home Screen” can be assigned to a specific user so that the preferred module will open once the user types in his/her password
User must change password at next login At the login to ManEx the system will check if "User must change password at next login" is checked.  If it is checked the system will show two new fields "New password" and "Confirm password" and ask user to enter new password, which has to be different from the one already entered. 
User cannot change password  The next system check is for the password to expire and if "User cannot change password" is checked a warning will be displayed, (depending on the number of days setup in Security Setup screen).  Once password expires user will receive a warning notice that the password has expired and they must see the system administrator.  
Password never expires  This is the default when entering a new user. 
Number of days after which password is expired and new password has to be entered (0-means never expired)  This field is used in conjunction with "User must change password at next login" and "User cannot change password"  If N days is entered for password to expire and "User must change password at next login" is checked, this means that the user has to enter new password every N days.  When the password expires the user will be prompt with two new fields (New and Confirm password) to enter new password.  A new modified date will be saved along with new password.  If N days is entered for password to expire and "User cannot change password" is checked,  the user will receive a message that the password is to expire, once the password has expired they must report to the system administator for new password.  If "Password never expires" is checked this field is disabled. 
Last time password was entered/modified This will record the date and time the password was entered/modified. 
Exempt This field is for future use.   Right now all it does is carry forward to the user shift setup screen, but does not affect any data. 
Supervisor If this box is checked this user has full rights to all the system modules (except for the accounting modules).  This field is only editable in the Security System  module.
Accounting Security Supervisor By clicking your mouse on this field, you automatically assign full supervisory rights to all the accounting modules and it is not necessary to assign access rights 

The module list settings will be set at no access by default when assigning a new person to the password system.  This default setting can be changed to give user access rights as indicated above.  We strongly suggest that the system manager have two passwords and access rights just in case the supervisor is locked out of one password. Then there is an alternate way to log in and manually log out your other password.
 
Note:  There is NO way to view a password in ManEx.  All information relating to the actual passwords is encrypted and even ManEx System cannot determine a password once it has been entered into the system.  So, it is recommended that the System Administrator record and maintain the passwords in a secure location, as odds are nearly 100% that each user will forget their password, sooner or later.

1.3.2. Assign Rights

 
 For users who will have full access to all modules, an “X” button at the top of the screen will populate all checks.

 Group Group where module is located 
 Module Module Code 
 Screen  Module Name

Screens

View  View module  
 Add Add data to module  
 Edit Edit data in module 
 Del Delete data in module 
 Copy Copy data in module 
 All Full right to data in module 

Reports

View/Print  Rights to view or print reports

1.4. How To ..... for Security System
1.4.1. Setup for Security Module

Enter Min number of characters allowed in the password: Minimum 1 Maximum 10  (Defaults to 1)

Enter number of days you want to warn the user in advance that their password is about to expire.  This warning will only appear to the users, which have "User cannot change password" option enabled. 

1.4.2. Add New User

Select the ActSetup.exe ICON (within the Manex Root Directory) to begin the security setup.    

This action will then prompt the user for the password, and display the following screen.
 
Note:  Only users with Accounting Security Supervisor rights, or Accounting Setup rights will be able to access this module. 

Users that do not have Accounting Security Supervisor rights, or Accounting Setup rights will receive the following message and system will abort.

Then selecting the Access Level menu, the following screen will display.  Only an Accounting Security Supervisor will have Add or Edit rights.  Other users will only have view rights.  

Each button performs a specific function.  For a list of those functions, please refer to Button Description/Definitions 

Adding User Access Security:

Press the Add icon, and then enter the user information on the User Screen.



Enter User ID, Users Initial, Users Last Name, Users First Name, Users Middle Initial or name, and users e-mail address (if applicable).

 

 

Assign a Work Center to the user from the pull down.  (Optional)  Production Employees should be assigned to a Work Center.  The work center will identify the user on some transactions and reports processed.

  
Assign a Department to the user from the pull down. (Optional)  Administrative or support personnel should be assigned to a Department.  The department will identify the user on some transactions and reports processed.  

Assign user a password (number of characters will be based on Security Setup).  The password used will identify the user and include their initials on each transaction processed.  Verify password.

A “Home Screen” can be assigned to the user so that the preferred module will open once the user types in his/her password.

Once the Assign Rights tab is filled in, depressing on the Home Screen down arrow will bring up a list of all modules for which the user has rights.

Select the preferred opening screen for that user.  Depress the Save button. T he next time the user logs into the system, his/her selected home screen will appear.

  

"User must change password at next login"  At the login to ManEx the system will check if "User must change password at next login" is checked.  If it is checked the system will show two new fields "New password" and "Confirm password" and ask user to enter new password, which has to be different from the one already entered.

"User cannot change password"   The next system check is for the password to expire and if "User cannot change password" is checked a warning will be displayed, (depending on the number of days setup in Security setup screen).  Once password expires user will receive a warning notice that the password has expired and they must see the system administrator.  

"Password never exipires"   This is the default when entering a new user. 

"Number of days after which password is expired and new password has to be entered (0-means never expired)"   This field is used in conjunction with "User must change password at next login" and "User cannot change password"  If N days is entered for password to expire and "User must change password at next login" is checked, this means that the user has to enter new password every N days.  When the password expires the user will be prompt with two new fields (New and Confirm password) to enter new password.  A new modified date will be saved along with new password.  If N days is entered for password to expire and "User cannot change password" is checked,  the user will receive a message that the password is to expire, once the password has expired they must report to the system administator for new password.  If "Password never expires" is checked this field is disabled. 

Last time password was entered/modified  This will record the date and time the password was entered/modified. 
Supervisor  This field is for reference only.  A supervisor can only be setup in the Security System module.  
 
Exempt  This field is for future use.   Right now all it does is carry forward to the user shift setup screen, but does not affect any data. 
 
Accounting Security Supervisor (aka ASS)   By clicking your mouse on this field, you automatically assign the user full supervisory rights to all accounting modules in the system and the assign rights tab will be disabled). The same user cannot be a Supervisor and an ASS.   An ASS can assign someone else to be an ASS also, and can assign accounting rights to other users.   

Click on the Assign Rights screen tab with the mouse and click your mouse on the square corresponding to the module and the amount of permission that is being given to an employee.  If you do not select a square on a module, the user will have no access rights to that section of ManEx.  Also, be sure to give printing rights to users who need to be able to print from a certain module.



Note:  Use the scroll bar to move up or down and be sure to save before exiting this screen.  For users who will have all rights to a module, the administrator may click on the “ALL” button to populate all screens or report access.  For users who will have access to nearly all modules, an “X” button at the top of the screen will populate all checks, then the administrator can uncheck the “ALL” button on specific modules to remove access to those modules.

Current users’ rights will not take effect until saving and exiting the ManEx System and re-entering the system.  Note:  The password to use upon saving is NOT the one you’ve just set up.  Use an older Supervisor’s password or the master password.

ManEx allows you to setup access levels by a module basis or by sub-module, depending on the module.  The system allows a company to define specific rights within a module for a specific user, to control users’ rights within the program.  With proper utilization, you can secure key information and at the same time maintain worker efficiency.  The rights that are available are as follows:

Accounting Security Supervisor Choosing this function from the user screen will automatically allow access to every accounting module and all functions within the module and give the user rights to assign accounting rights to other users.  
Access Rights for Module or Sub-Module Screens Available screen access securities are:View, Edit, Copy, Add, and Delete.  Choose one or more for a level of screen security
Access Rights for Module or Sub-Module Screen Reports Available report access securities are: View, Print, Fax, E-mail and file.  Choose one or more for a screen security. 

The module list settings will be set at no access by default when assigning a new person to the password system.  This default setting can be changed to give user access rights as indicated above.  We strongly suggest that the system manager have two passwords and access rights just in case the supervisor is locked out of one password. Then there is an alternate way to log in and manually log out your other password.

See Article #53 for more information on the options available within some of the Security Line Items.

1.4.3. Find Existing User

Select the ActSetup.exe  (within the manex root directory) to begin the Accounting Security setup.

This action will then prompt the user for the password, and display the following screen.

Note:  Only users with Accounting Security Supervisor rights, or Accounting Setup rights will be able to access this module.  

Users that do not have Accounting Security Supervisor rights or Accounting Setup rights will receive the following message and system will abort.


Select Access Level and the following screen will display.  Only an Accounting Security Supervisor will have Add or Edit rights.  Other users will only have view rights.

 

Each button performs a specific function.  For a list of those functions, please refer to Button Description/Definitions 

Depress the Find action button and the following screen will appear:

 

  
Depressing on one of the options will bring up a User List (this list will also include users that have rights to other modules but may not have any rights to the accounting modules) (by Last Name, First Name, or ID) screen.  Highlight the User or Type the user's Name in the red box.   

1.4.4. Delete a User
Find an Existing User
 
Depress the Delete button and the following messge will appear:
 
 
Depress OK and the User will be removed.  Depress Cancel to abandon changes.
 
Removing a user should NOT affect the transfer history in SFT or the inventory transaction reports.  The initials will remain intact after the removal of a user.   
 
 
1.4.5. Change Users Security Rights

Find a User

The following screen will appear:

Depress the Edit action button.  All fields within this screen become editable. Except for the Supervisor field, this field is only editable in the Security System module.

Depress the Assign Rights tab and you can change security rights for all accounting modules at this time.  Security rights for all other System modules must be setup in the Security System module.

 

When changes are complete depress the Save changes action button to save changes or the Abandon changes action button to abandon changes.