To create a security group, go to System Tools > System Security > Security Groups and select New.

The System Security Groups wizard will open.

QuickRef and Description – Enter a Quick Reference and a Description. The description should be meaningful and indicate which Entities the group is for and the type of Role it is intended for. For example, if the group being created is for UK companies and the Role being applied is a Standard/Edit one, a good description would be UK Companies Standard. This is because you may need to set up a number of Security Groups for the same set of Entities all with slightly different User Roles.

User Role – The User Role assigned to the Security Group defines the access rights to be applied to the Security Group. In other words, if a User has access to a Company through a Security Group, his/her access to the Company will be limited to the rights selected for the User Role assigned to the Group. For example, if the User was to have full editing rights to the set of Companies assigned to the Security Group, then the User Role assigned should be Standard User. Any User Defined User Roles may also be assigned here, providing that they have been configured in the system.

Roll-up Security Groups – There are 3 possible options:

• Stop and Process This is the default Security Group option. It will give the User access rights to all the options selected under the User Role attached to the Security Group and will remove rights to the options that were left unselected.
• Add Rights and Continue This option will give the User access rights to all the options selected under the User Role attached to the Security Group. It will then continue processing any other Security Groups that are assigned to the User.
• Remove Rights and Continue This option will remove from the User any access rights that were selected in the User Role applied to the Security Group. It will then continue processing any other Security Groups that are assigned to the User.

Live Security Group – The Live Security Group dropdown box should only be used if the Security Group you are setting up is going to be a Pending Security Group. In other words, if you will be using the Pending Entities facility, then a corresponding Security Group can be set here for when the Entity is Actioned. A Pending Security Group is defined by the fact that there is a Non-Pending Security Group assigned. The options in the dropdown list will be all the available Non-Pending groups so you are required to create the corresponding Non-Pending Security Group first.

Before you save an entity as Pending using the New Entity Wizard, you will be prompted to pick the live (Non-Pending) Security Groups. If these are linked by the above method, the restrictions of the corresponding Pending group will apply. This facility is useful if you want to restrict Users access to Pending Entities. If you are setting up a Non-Pending Security Group, this field should be left as No Selection.

Automatic Security Group – This option can be used to assign Security Groups by default, when creating new Companies, or when using the Security Groups Wizard.

Any New Security Group saved will appear at the bottom of the list.