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An integrated business management system is great, but it opens up concerns for data protection…after
all, you don't want all your employees browsing through the details of your payroll account in the
General Ledger, do you?
User security is another area that was properly designed within Evolve from initial development. The
system is highly versatile in facilitating a broad range of security restrictions to ensure that only
authorized users access various areas and perform various tasks. The screenshots below provide more
detail, but the basic levels of security are:
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Company Access
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Evolve will facilitate the setup of multiple companies (separate corporate entities) within a single
database. Company Access can be restricted to ensure users only work within their respective
company.
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Role Permissions
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Role Permissions enable you to restrict users from executing certain functions. For example, you
may want to allow a user to enter purchase orders, but not to post (receive) them. Denying the
user from the POST PURCHASE RECEIPTS role will accomplish this.
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Object Access
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Restrict users from opening any form (screen) or report in the system. For example, you may want
to prevent a user from seeing the G/L account balances or the underlying detail. Blocking the
respective forms and reports will achieve the desired result.
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Field Access
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Evolve's security system even provides the ability to either lock (read-only) or hide individual
data fields on any screen. So, if you don't want users changing the Unit Price on sales quotes
or purchase orders without approval, simply set those fields to Read Only for the respective
individuals.
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The system also provides features to streamline the task of security setup, which can be a very
time-consuming experience:
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Work on an 'additive' or 'reductive' basis. So, you can start from NO permissions for a user and
add only the ones he/she needs, or give the user full permissions and then selectively DENY the
ones that need to be blocked.
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In many systems, it is a challenge to identify what role or object needs to be added/blocked. To
address this problem, Evolve provides a "Permission Logging" feature. Log in as a user with
full access and turn on Permission Logging, then simply perform the activities that you want to
grant or deny to another user. View the Permission Log at the end and you have a list of all the
permissions you need to set up.
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Often, one user will be very similar to another in terms of what he/she should be able to do. In
these cases, simply use the "Copy Security" function to copy permissions from one user to another
as a starting point, then make adjustments as needed.
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Sample Screenshots
Click any screenshot to view the actual image as it was captured within Evolve.
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Define as many users as you'd like. For streamlined login, link user IDs to windows logins to bypass the Evolve login screen.
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Set up users to only access the companie(s) they should be working within.
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Use Role Permissions to determine what actions users can perform. If you want to control who has permission to add new customer records, simply restrict the "ADD CUSTOMERS" role to designated individuals.
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Allow or deny access to individual forms (screens) or reports within the Evolve system to protect sensitive data.
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Restrict users from either changing (set read-only) or even seeing (hide) fields. If you don't want your users seeing the Unit Cost on items when creating sales quotes, set it as hidden.
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