Access Rights to Generic Inquiries: General Information

In MYOB Advanced, you create user accounts to manage user access to system resources. Based on users' job responsibilities, you can control their access to forms, entities created through these forms, and operations on these entities. Rather than assigning each individual user access rights to each object that the user must access, you define roles, which are sets of access rights that fit the job responsibilities in your company; you then assign these roles to individual users. Roles help you easily manage access rights for groups of users in the system. Changing one role alters the access rights for all users to whom this role is assigned.

Users are assigned one role or multiple roles, and based on these assignments, the users are then granted the appropriate levels of access to system objects. To be able to create, delete, or modify generic inquiries, you need a role that provides sufficient access rights (the Delete level) to the Generic Inquiry (SM208000) form. By default, the built-in Administrator role provides the needed access rights for working with generic inquiries by using this form.

Learning Objectives

In this chapter, you will learn how to set up access rights to generic inquiries.

Applicable Scenarios

You may find the information in this chapter useful when you are responsible for administering user access to MYOB Advanced in your company. You need to manage access rights to different generic inquiries that your colleagues may need to do their jobs as efficiently as possible.

Access Rights to Inquiry Forms

After an inquiry form has been created and published—that is, the Make Visible on the UI check box is selected on the Generic Inquiry (SM208000) form—the system assigns the Not Set access level to the inquiry form for all user roles. The Not Set access level indicates that all roles have access to the forms until at least one role is assigned the Revoked or Granted access rights, at which point all roles with the Not Set level are denied access to the form. For each user role, you can specify one of the defined levels of access rights. For more information, see Levels of Access Rights.

You specify the levels of access to any form in the Access Rights by Screen (SM201020) form.

Access Rights to Inquiries as Substitute Forms

If a particular generic inquiry form replaces an entry form (that is, if it functions as a substitute form), access rights to the generic inquiry are inherited from this entry form. Thus, to change the level of access users have to the substitute form, you change the level of access to the entry form. You can manage access rights to substitute forms in the same manner as you manage access rights to other generic inquiry forms.

Before you set up the access rights to a generic inquiry form, you should check whether the inquiry form is replacing an entry form. That is, on the Entry Point tab of the Generic Inquiry (SM208000) form, if the Entry Screen box is filled in and the Replace Entry Screen with this Inquiry in Menu check box is selected, you need to control the level of access to the entry form, rather than to the inquiry form functioning as a substitute form.

If a generic inquiry defined as a substitute form is no longer defined as one—that is, if on the Entry Point tab of the Generic Inquiry form, the Replace Entry Screen with this Inquiry in Menu check box is cleared—the access rights to the inquiry form revert to the initial state (that is, the access rights the inquiry had before you used it to replace a data entry form).