KeyNET possesses some powerful tools to aid our customers in customizing the PRIVILEGES they can grant to users.  Additionally, Systems Managers may restrict those privileges to specific Facilities.  Only Systems Managers may grant privileges to users.  The granting and restricting of access to KeyNET starts by the Systems Administrator creating Access Groups, and then by placing individuals in those Access Groups.  Restrictions to Facilities, and their associated information, is performed by the Systems Administrator selecting the Facility Restriction Location for a user, in the Confidential Section of the Users record.

REMEMBER: Set Access Privileges in KeyNET with Access Groups.  Restricting privileges is controlled on an individual basis, in the individuals PEOPLE record.

This portion of the manual contains:

Getting Started

Working with Access Groups

Assigning Privileges to Access Groups

To set privileges for the PEOPLE module

To set privileges for the LOCKSHOP module

Add Individuals to Access Groups

Restricting Individuals to a specific Facility, Department, Building or MKI Issue Point

Getting Started - A good starting point is to define your Access Groups.  Start by clicking on the Access Groups link under the SYSTEMS banner located in the left-hand column of your workspace.   The following screen will appear in your work area.

Access Groups is a list of Customer Defined groups to which the Systems Manager will add privileges.  Privileges for each module are then defined in the Configuration section of each module licensed in association with KeyNET.

Type in the name of your first Access Group and click on the ADD button.  Repeat this operation until you have entered all of the Access Groups you plan to use.  The Access Groups you create can be added to, modified or deleted by a Systems Manager at any time.  When you are finished...click on the Main Menu link in the upper left-hand portion of your screen, just below the system banner.

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Assigning Privileges to Access Groups

Assigning Privileges to Access Groups is accomplished by placing checks in the Module Privileges of each module licensed in your KeyNET systems.  So, lets look at how the Systems Manager does this.

To set privileges for the PEOPLE module, start by clicking on the Configuration  link under the PEOPLE banner located in the left-hand column of your workspace.  

Click on the Module Privileges link as indicated in the figure above.  And, the following screen will appear.

Systems Managers grant privileges to Access Groups by click in the appropriate boxes, which will cause the program to place a check mark in the box; thus granting the Group that privilege.  If a box is NOT checked, the Access Group will not have those privileges.

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Add Individuals to Access Groups

To provide USERS with access to the licensed programs in KeyNET, each individual must be ACTIVE and have LOGIN privileges.  Additionally, they must be assigned to Access Groups.  To start, a Systems Administrator selects the individual to receive privileges from the PEOPLE group in the program.  For the purposes of this training, the Systems Administrator is going to assign privileges to Jane Q. Doe.  After searching for, and selecting Jane in the PEOPLE module, the following screen will appear.

The Systems Manager should insure that the Active: status is set to and that a password was created for this person.  If the Systems Manager is not sure about the password...simply enter a new password and click on the link to send the user their password.  Password can be changed by a USER when the Systems Administrator has chosen to allow this to happen.

Next...click on the link just below the USERS name in the banner.  The following screen will appear.

To add group privileges to Jane, highlight the group that gives her the privileges you want her to have and click the button.  Continue adding privileges by selecting other groups to her list.

Should the exact privileges you want her to have not exist, go back and create an Access Group that contains the privileges you want, and then return and add her to that group.

Privileges can be added, changed or removed in this manner.

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Restricting Individuals to a specific Facility  - the ability to RESTRICT USERS to Facilities within the Privileges granted, is another valuable tool.  To start, a Systems Administrator selects the individual to receive privileges from the PEOPLE group in the program.  For the purposes of this training, the Systems Administrator is going to assign privileges to Jane Q. Doe.  After searching for, and selecting Jane in the PEOPLE module, the following screen will appear.

At the bottom of this record you will find a box called. Confidential Information. 

NOTE: Individuals can only be restricted to one of three categories (Facility, Department or Building).   Restrictions to Issue Points can be used  with other restrictions, or by itself.

Within this box you will find a field called Facility Restriction.  Select the Facility Jane Q. Doe should be restricted too.  And Click on the button.

Jane Q Doe will now have all of the Privileges you have given her...but, only at the Facility you have chosen for her. 

If the Facility Restriction is selected, Department or Building Restrictions may NOT be used.

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Restricting People to a specific DEPARTMENT - The ability to RESTRICT USERS to a DEPARTMENT within the Privileges granted, is another valuable tool.  To start, a Systems Administrator selects the individual to receive privileges from the PEOPLE group in the program. This field appears in the PEOPLE record, only when KeyNET is licensed. Only system administrators can see and/or change this field.

When set on a person, the person is placed into the selected DEPARTMENT RESTRICTION immediately, and is denied the ability to change DEPARTMENTS using My Preferences (V1) or My Account (V2). The word "LOCKED" appears instead of the dropdown menu when the person views their settings.

Department Restrictions are not related to facilities or buildings. Use the same procedure as described in Facility Restrictions to create Department Restrictions.  Select the Department Restriction which  Jane Q. Doe should be restricted too.  And Click on the button.

If the Department Restriction is selected, Facility or Building Restrictions may NOT be used.

 

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Restricting People to a specific BUILDING - The ability to RESTRICT USERS to a BUILDING within the Privileges granted, is another valuable tool.  To start, a Systems Administrator selects the individual to receive privileges from the PEOPLE group in the program. This field appears in the PEOPLE record, only when KeyNET is licensed. Only system administrators can see and/or change this field.

When set on a person, the person is placed into the selected BUILDING RESTRICTION immediately, and is denied the ability to change BUILDINGS using My Preferences (V1) or My Account (V2). The word "LOCKED" appears instead of the dropdown menu when the person views their settings.

Building Restrictions are not related to facilities or departments. Use the same procedure as described in Facility Restrictions to create Building Restrictions.  Select the Building Restriction which  Jane Q. Doe should be restricted too.  And Click on the button.

If the Building Restriction is selected, Facility or Department Restrictions may NOT be used.

 

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Restricting People to a specific MKI Issue Point - The ability to RESTRICT USERS to Facilities within the Privileges granted, is another valuable tool.  To start, a Systems Administrator selects the individual to receive privileges from the PEOPLE group in the program. This field appears in the PEOPLE record, only when KeyNET is licensed. Only system administrators can see and/or change this field.

When set on a person, the person is placed into the Restricted Key Issue Point immediately, and is denied the ability to change Key Issue Points using My Preferences (V1) or My Account (V2). The word "LOCKED" appears instead of the dropdown menu when the person views their settings.

Key Issue Points are not related to facilities, departments or buildings. Use the same procedure as described in Facility Restrictions to create MKI restrictions.  Select the Issue Point Restriction which  Jane Q. Doe should be restricted too.  And Click on the button.