User Groups Master File

(UsrGrps.exe) This program allows you to construct and maintain user groups on the system. After the user groups are created, users are put into groups, and these groups are given access to certain applications. A user can be a member of more than one group. The user can access all of the applications in each group s/he is assigned to. Therefore, it is important that the groups be created with their members in mind.

Before setting up the User Groups Master File, it is necessary to set up the User Master File.

Field Descriptions

• Group Name: in this field, you will enter the name that you give to a group of users that will all be able to access certain applications. This name can be any of your choosing, but you may want it to reflect the type of user in the group. For example, you may want to name a group "Accounts Payable" or "Purchasing".

• User Type: this is the type of user associated with the group. This field features a pull down menu listing your options for user type. Your options for user type are hard coded into the system and cannot be changed. They include, Department Head, Storeroom, Purchasing, Clerk, Supervisor and Accounts Payable. If, in the future, additional user types are needed, they will be considered. You should define your groups in a logical way; for example, try to avoid putting Storeroom users into a Purchasing group.

• Group Description: this field allows you to key in a description of a group or any information that may be of use to you.

Mandatory Fields

The information that you are required to enter for every group is as follows (you will get a warning message if you try to save a record with any of these values missing):

• Group Name: this must be unique for each group. You will get a warning message if this is not unique.

• Creating a New Group

• Start a new record (see the section Adding, Saving, Editing And Deleting Records.) by keying in CTRL+N, choose the New icon or select File then New from the application menu.

• Enter the mandatory field values and any other information you have.

• Save the record, key in CTRL+S, File then Save or click on the Save icon.

Deleting a Group

• Select the group you wish to delete (see the section Adding, Saving, Editing And Deleting Records)

• Select File Delete, click the Delete icon or CTRL+D, and answer Yes to the confirmation question: the group will be deleted off the system. Note: Please consider that deleting a group could affect a large number of users.  

Changing Group Details

• You may change the description and user type of a group. If you wish to change a group's name, you must delete the group from the system and recreate it again with the new group name. Any assignments you may have set up for the old group name will be lost.