Hierarchical Security

Hierarchical Security was designed for organizations were strict Security is required. It is usually implemented by Companies with 100 or more users and greatly limits all users from database contact records. If hierarchical security is activated, a traditional managerial structure is imposed on basic security. The managerial structure is based on a maximum of five levels identified as level 4 through level 0 with level 4 being the highest.

Hierarchical security also lets you define lateral security as well. If the staff authority function found in the security definition is activated for a specific user, the user has the same ownership authority of users lower in the direct hierarchy as well as users on the same level. The assumption is made that higher authority will be granted within the hierarchy. If temporary authority is needed outside the hierarchy, then use peer-to-peer security. Staff authority is activated peer-to-peer.

Hierarchical Security lets the System Administrator assign System Options by individual and by security level. For example, users at level 0 might not have the System Option set to change contact records, while users at level 3 might have the authority to change contact records. The number of levels identified in the managerial hierarchy is user-definable. A manager is given the same authority as the users who are lower in the hierarchy. The defined Security Levels in Hierarchical Security are:

Level:

What happens:

4

The highest level in the hierarchy. Users at this level usually have full authority to all options including Security Maintenance, and System Options.

3

Usually an upper executive. Users at this level usually have full access to all options, Security Maintenance, and System Options. They cannot change Reports to, Staff Authority, Hierarchy Level, or Reports Level for their userID.

2

Usually a middle manager. Users at this level have access levels that vary depending on the company. This level is not necessary for small companies.

1

Usually a low level manager with few direct reportees. Users at this level have limited access and a small subset of options.

0

The basic user. Very limited authority.

N

Exists outside the hierarchy. A user with this level of security does not have access to any hierarchy options regardless of their security access.

The following example utilizes four security levels. If Fred owns a contact record, then Jennifer, Mary, and John all have the same authority as Fred. Similarly, if Peter is defined as Owner2 (OW2 Field) for the same contact record, then Carol and Charles also have owner's authority. This means if Jennifer has staff authority activated, she has authority over the contact records owned by Fred, Steve and contact records owned by users lower in their direct authority. Jennifer does not have authority over contact records owned by Carol or Martin because they are in a different branch of the hierarchy.

Level 3.>

Level 2.>

Level 1.>

Level 0.>

...................................................................John
.......................................................................|
...................................Mary..<__________|__________>..Charles
.......................................|^...............................................................|
................Jennifer.>__|__<.Steven........................Carol.>___|___<.Martin
.......................|..............................|..................................|..............................|
.........Fred.<..|.................Tim..<..|..>..April.....Tom.>..|...<.Peter..............|..>..Kent

Should We Use Hierarchical Security?

YES, IF you are a Large company with 100 or more users that have self-contained departments with limited interaction between them and strict managerial reporting procedures. Companies that need to monitor closely employees' work to measure employee performance.

NO, IF you are a companiy with less than 100 users, or where strong departmental lines are not required. Companies with a matrix-management system where users access information within and without their department. Companies with open book policies that do not restrict users from accessing company information.

Activating Hierarchical Security

ActionWare is distributed with hierarchical security deactivated. Hierarchical security should be activated by the System Administrator only after careful consideration and planning.

To activate hierarchical security starting at the ActionWare Main Menu:

Type AW4LM

Press Enter

To access the Administration Menu:

Option 4. Administration Menu

Press Enter

To access the User Enrollment & Security Option:

Option 2. User Enrollment and Security

Press Enter

F21=Security Control

The Security Control Maintenance screen displays

 There are two prompts on this screen:

Prompt:

Value:

What happens:

Do you want to enable Hierarchical Security on this database?

Y = Yes
N = No

An answer of Yes means that line managers can freely access the data owned by the users that report to them, or are within their scope of control. ActionWare will continue to activate Hierarchical Security

If the answer is No, then access to Contact records, Notepad paragraphs and Activity Comments will be based solely on peer-to-peer authority. ActionWare will continue to activate Hierarchical Security

 

What is the highest level of the Hierarchy that you wish to use?

 

4 - 0 with 4 being the highest level

Any level can be defined as the maximum level.

The *Public Authority Maintenance screen is displayed: 

*PUBLIC Authority Maintenance

Type Changes, Press Enter

When a new user is enrolled in the ActionWare database, a peer-to-peer
authority record for all other users (*PUBLIC) will be added automatically
 
What are the default authorities that should apply to this *PUBLIC record?

..................................Allow add or change .............. Allow view or change ........ Allow view
  .......................................... Y=yes N=no ... ............... Y=both V=view N=no ......... Y=yes N=no
  ................................Contact. -...-Notepad-- ........ --------- PANEL --------- .............. ---PANEL---
............................ .... Chg Dlt. ..Add. Chg .Dlt .........0.. .1.....2.. .3... 4. ..5....6........... Activ Note
  .......... .......................Y .... Y ..... .Y .... Y ..... Y ......... Y... Y.... Y... Y. ..Y.. Y... Y................Y .... Y

This screen allows the System Administrator to define *PUBLIC for all users added to the system after Hierarchical Security has been enabled. Any user that already exists on the system takes the previous default *PUBLIC as defined in Security Maintenance.