GL Security

GL Security may be applied to users of atrieveERP web software applications through the Security Builder module. The following steps will guide you through creating and applying GL Security to users. Typically, there are a least two GL Security templates:

FullAccess (applied to the roles or overrides of high-level administrators and managers) = select gl if level 1 between '000' and 'ZZZ'

Location (applied to Principals, secretaries and those whose responsibilities are to their assigned HR location) = select gl is level 5 = location (note that level 5 is not always the level of the GL that represents the location information just in this sample district)

GL Security Templates

From the GL Security Templates menu, use your mouse to click on 'Add Record' and the description box will pop up: 'Add Record'

Once the GL Security Template has been named, a blank GL Security template page will open. Using your mouse, click 'Add new record' to define a GL security statement:

The General Ledger accounts that a user may access are defined by one or more select statements referring to a GL, or part of a GL that should be included in the user's access.

There are several keywords that GL Security recognizes in the statements to define access:

• gl– General Ledger Account
• level – section of a GL acct no. starting with level 1 - maximum number of levels in the gl acct. no.
• location – all locations defined in HR for a user

Note: A GL Security template may consist of one or more select statements, each separated by a semicolon and new line.

Examples:

• select gl if gl = '01010101'
• select gl if level 1 between '00' and '19' or level 1 between '30' and '49'
• select gl if level 2 = location
• select gl if level 3 = '01'

If GL Security is applied to a web application, the application will check the GL Security assigned to the user. Any GL meeting any of the select criteria will be displayed. The GL will be evaluated against each select statement in order and will be allowed if any of the select statements are true. Note: Be careful not to define any of the select statement too loosely or GLs may be unintentionally displayed, for example:

The following will display all GLs with section 2 between 000 and 100 regardless of the values in section 3, and will display all GLs with section 3 between 500 and 511 regardless of values in section 2:

• select gl if level 2 between '000' and '100'
• select gl if level 3 between '500' and '511'

Combining the two statements above with 'and' will display only those that meet both criteria

Example:

• select gl if level 2 between '000' and '100' and level 3 between '500' and '511'
  More Examples:
• Allow only one specific GL:
  select gl if gl = '01010101';
• Select on values in level 1 of the GL:
  select gl if level 1 between '00' and '19' or level 1 between '30' and '49'
• Select on level 2 matching any of the locations that are defined in HR for this user:
  select gl if level 2 = location;
• Select on level 3 having one specific value:
  select gl if level 3 = '01';
• Select on multiple levels having specific values:
  select gl if level 2 between '000' and '100' and level 3 between '500' and '511';

Remember: Select commands are processed one at a time until a match is made (select returns true) or until all selects are exhausted.

Once the select statements are defined for a GL Security template, the template is saved by clicking the Save button.
Once saved, the new GL Security template will be available for use in Security Builder roles and User Securities.