Security and Task Permissions

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Overview

The Central security system is mostly described in Central's Help topics. Here we look at setting Task Permissions for Accounts Production. These control to which options users have access.

  • Task Permissions are set up in File > Maintenance > Security > Task Permissions.
  • Set the Product to Accounts Production.
  • The Group represents a set of all the permissions required by Employees performing a particular role. For instance, in a new Central database, CCH includes groups for Accounts administratorTax operator etc, although users can create their own.
    • Groups are properly called Security Groups.
    • A Security Group such as Tax operator not only includes permissions relating to Personal Tax. It includes permissions for all products. In particular, the Tax operator Security Group includes some permissions for Central, as a tax operator would need some of these.
    • An Employee who performs multiple roles may be in more than one Security Group. If an Employee has both Accounts Operator permissions and Tax Operator permissions, they are allowed to perform the functions that are enabled in either Security Group.
    • Employees are allocated to Security Groups by opening the Employee and selecting the Security Groups tab.
  • Task Permissions are categorised by Group Description. (The Group Description is unconnected with the Security Group just mentioned.) For Product Accounts Production, the available Group Descriptions are Business TypeClient, MaintenanceOther and Portal. In the screenshot below, the user has selected the Group Description as Client and the list of available permissions is shown.

 TaskPermissions1.png

Task Permissions are identified by a Permission Description such as “#Client #Can Delete Accounting Period”  as shown above. This name has 2 parts, separated by hash characters. The first part of the Permission Description repeats the Group Description. The second part describes what the permission is. Some Task Permissions have 3 parts, but the format of the name is just to make it understandable to the user and has no meaning to the application.

Task Permissions

Here we look at some specific Task Permissions:

Client Group Description  
#Client #Open ... These permissions give the employee the right to open an option. In some cases, a second permission is required to be able to do anything once the screen is open. Mostly they are obvious, but see below.
Transactions  
#Client #Open General Transactions This permission gives access to the option View Transactions.
#Client #Can Modify Receipts and Payments

Can enter and post Receipts and Payments. You will also need #Client #Open Payments and Receipts to access this option. This permission, despite its name, does not give you rights to edit Receipts and Payments entries.

#Client #Can Modify Journals Can enter and post Journals. You will also need #Client #Open Journals to access this option. This permission, despite its name, does not give you rights to edit journals.
#Client #Can Modify Transactions Can edit entries. This permission is needed in addition to #Client #Can Modify Receipts and Payments or #Client #Can Modify Journals to edit them.
#Client #Can Delete Journals Can delete journals before they are posted.
#Client #Can Delete Transactions Obsolete. You cannot delete receipts or payments.
Audit Journals  
#Client #Can Modify Audit Journals Can access Create Audit Journals and post them, but cannot edit them.
#Client #Open Audit Journals Can access View Audit Journals
#Client #Can Post Audit Journals Can edit and post unposted audit journals in View Audit Journals. Most employees would have this right.
#Client #Can UnPost Audit Journals Can edit and unpost posted audit journals in View Audit Journals. This right might be reserved to superusers or product champions.
Sundry  
#Client #Group Rounding Setting Not in use (except as bespoke for one practice)
#Client #Statutory Rounding Setting Not in use (except as bespoke for one practice)
Portal Group Description  
#Portal #Publish Accounts Permission to publish the accounts to Portal, or to OneClick if the practice has activated CCH OneClick.

Reference

This section is included for users who would like a fuller understanding of how Task Permissions work. 

There are two types of task permission:

  • CCH Task Permissions These are set by CCH and apply if a user has not set their own Task Permissions. So the CCH Task Permissions act as default settings. CCH Task Permissions are set to Off as they apply to all Security Groups and there are few Task Permissions that users would wish to set for all Security Groups. The exception to this rule is where a new task permission is being added for an existing function that was available to everyone previously. In this case, the CCH Task Permission is set to On to avoid users upgrading and losing access to a feature.  
  • Practice Task Permissions Users set these through File > Maintenance > Security > Task Permissions. These permissions can be different from one Security Group to another. For instance, they are likely to be different for an Accounts administrator and a CT operator.

The actual permissions you see in Task Permissions are a combination of these two types. If the practice has not set (or unset) a Task Permission then you see the default CCH Task Permission. But if the practice has set (or unset) a Task Permission then that overrides the default and is the setting you see. Visually there is no difference between a CCH Task Permission and a Practice Task Permission, but if a Task Permission has the same setting for all Security Groups then it is likely to be a CCH Task Permission.

When Central is first installed, the trainer usually goes through the Task Permissions to ensure they are suitable for a practice. Sometimes new task permissions are added later by CCH and these are generally highlighted in the Release Notes. If a new Task Permission is added, the system manager usually needs to go into Task Permissions and disable it for Security Groups that should not have access to the function. 

 

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