Setup Options & Utilities > Security

Magtax has the capability to manage logins and establish user accounts and restrict user access to part of the software.

This is a totally optional feature. If you do not want to require users to login, do not setup security.

http://docs.tnasoftware.com/Module_Security

Magtax allows you to create individual system operators (referred to as users) who have their own logins and passwords. You can either treat these users as individuals or combine them together into user groups. Magtax also has Screen Security which allows you to prevent individual users or user groups from accessing certain screens, pressing buttons, etc. Each Magtax Module has a separate set of access rights, so a supervisor in one module may only be an operator in another module, or may have no access rights there at all.

Magtax always comes with at least one supervisor pre-defined. This supervisor has a login code of Demo, and a password of Demo.

You can also setup a user so that he/she can only view a select group of employees. See the Security Filter Groups document for more information.

Users

People who are going to use the Magtax system are called Users and are set to be either a Supervisor, who has unlimited access within a specific module and can set the access rights of other users, or an Operator, who has access to the system but only where they are allowed to go.

Each User has a Login code and a Password. The Login code identifies the user to the system. A user cannot change their login code. The Password is kept a secret by the user and prevents other people from using the user’s login code. For security reasons, if a user forgets their password then there is no way of looking it up. In this case a supervisor will have to delete them from the system and then re-add them.

From Magtax 7 Windows Authentication can be used to log into Magtax.

Managing Users

Creating Users

People who are going to use the Magtax system are called Users and are set to be either a Supervisor (who has unlimited access within a specific module and can set the access rights of other users) or an Operator, who has access to the system but only where they are allowed to go.

Tip: When you start to setup module security, it is a good idea to first add a new supervisor user with all access. Then log in as the supervisor and test your access rights before removing the Demo User.

To create a User, proceed as follows:

1.	Select the Browse Users option from the Tools dropdown menu.

2.	Select the Add button to add a new user. The screenshots below are an example of how to add a new supervisor.

3.	Fill in the new User’s information:

1.	First Name. This is the user’s first name.

2.	Last Name. This is the user’s last name.

3.	Login. This is the user’s Login name. Please note: Whenever a new user is created, the system automatically assigns this Login name as the User’s Password which can be changed by the user once they have logged onto the system.

4.	Work Group or Filter Group. If required, a Work group or Filter Group number can be assigned to the user. Default value is 0.

5.	Email Address. This is the user's email address.

6.	Level. Use the select buttons to assign the users access level.

1.	Supervisor. By default, a Supervisor has full access to all the modules.

2.	Operator. An operator has limited/defined access to the module.

3.	No Access. User has no access at all.

7.	Initial Access. If a user is defined as an Operator, then one of the following access options can be selected from the dropdown list:

1.	All Access. By default, the user will have access to all the screens and buttons in the module. They will then need to be specifically excluded from wherever they aren’t allowed to go.

2.	No Access. By default, the user will have access to none of the screens and buttons. Specific access will then have to be granted to the modules, including the main menu screen.

8.	User Group. This allows you to treat the users together as a single group. By default the user is not assigned to a group.

4.	Click on Ok to save the user details.

Changing / Removing Users

To change or remove a user, use the respective buttons at the bottom of the Browse Users window.

Please note: A supervisor cannot change a user's password if they have lost or forgotten it. The user would have to be removed and added again. It is therefore very important to not lose the supervisor login and password.

User Groups

By combining users together into groups you can simplify administration i.e. all the users in a group will have the same access rights in Magtax e.g. they can only manage employee clockings, approve leave, print reports and roster employees.

However you also make the system more rigid. By leaving the users as individuals you can grant and restrict rights to them individually. The method you choose will largely depend on the number of operators that are using the system.

Creating a User Group

To create a new User Group, proceed as follows:

1.	Select the Browse Users option from the Tools dropdown menu.

2.	Select the Maintain User Groups button.

3.	When the Browse User Groups window is displayed, select the Add button. From the Browse User Groups window, User Groups can also be changed or deleted by first selecting and highlighting the particular User Group and then selecting the appropriate action button.

4.	Enter the User Group Name, Default Access and the Operator Level as required and then select the OK button to add the new User Group.

Once User Groups have been created, Users can be assigned to them when creating new users or by editing the Users information as described under the Users section of this document.

Changing a Password

To change your Login password, proceed as follows:

1.	Log onto the system using your current password.

2.	Select the Change Password option from the Tools dropdown menu.

3.	Type in your old password and then press the [Tab] key. If this is the first time that you are changing your password, remember that your password is the same as your login code.

4.	Type in your new password and repeat it in the Verify Password box in order to prevent spelling errors.

5.	To save your new password, select the OK button.

Setting Operator Access Rights

After creating an operator user or user group you can now set their access rights to the modules and windows in Magtax.

If the user's initial access has been set to All Access you would need to select the windows / buttons you want to restrict access to. If the user's initial access has been set to No Access you will need to select the windows / buttons you want to grant them access to.

This operation can only be performed by a user with Supervisor rights.

There are two ways in Magtax 6 to set access rights:

•	By setting the rights to each window by using Ctrl-F8.

•	By using the Set User Access window.

Setting Window Rights

Module Access

If you have set the user's initial access to No Access, you need to grant the user or group access to open the module (User or Configuration module):

1.	Open the Magtax module to be managed.

2.	When the required module’s main screen is displayed, hold down the [Ctrl] key and press the [F8] key. The Set Access Rights window will open, listing the operator user groups and users.

3.	Move the mouse curser onto the Access permission for the selected operator and then double-click the left side mouse button. This will toggle the permission between