Customers: Security Configuration

If your organization sells goods and provides services to customers, you may have a great deal of customer-related information stored in MYOB Advanced. When the employees of your organization create documents for customers, they have to select the required customer from the full list of customers. If certain employees work with only very important customers, and other employees are not allowed to see these customers in the system for security reasons, you can create restriction groups to manage the visibility of your customers to users of MYOB Advanced, as described in this topic.

Note: In MYOB Advanced, you can configure groups with direct and inverse restriction. In this topic, for simplicity, groups with direct restriction are used in examples. You can use inverse restriction groups in the same way as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction Groups.

Visibility of Customers by User

By using restriction groups, you can show or hide particular customers on MYOB Advanced forms, depending on the user who is logged in to the system. For example, if some customers are very important to your organization, dedicated employees might be assigned to process documents that contain information about these customers in the system. For details about restriction groups, see Restriction Groups in MYOB Advanced.

For example, suppose that your organization provides cleaning services and Megabank is a very important customer of your organization. Manager M is responsible for all operations in the systems related to Megabank, and other managers should not see Megabank on any forms of the system. To configure the visibility of this customer in the system, you need to do the following on the Customer Access (AR102000) form:

You create a restriction group (for example, Group for Megabank) with direct restriction.
You add to the group the user account of the Manager M.
You add to the group the Megabank customer.

If you use customer classes and want to include each new customer of a particular class in a restriction group automatically, you can specify a default restriction group for this class, as described in the Setting Up Default Restriction Groups for Vendor and Customer Classes section of Operations with Restriction Groups.

Forms for Customer Security

In the following table, you can find the list of the forms that you can use to manage restriction groups with customers and the tasks that you can resolve by using each form.

Table 1. Forms for Customer Security
Task	Form
To initially configure the visibility of a customer to users	Customer Access (AR102000)
To change the visibility of a customer in multiple restriction groups	Restriction Groups by Customer (AR102010)
To change the visibility of customers to a user in multiple restriction groups	Restriction Groups by User (SM201035)

For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.