BOS and FOS Security Enhancements Expands Access Control for data entry vs reporting users.

 A number of security of enhancements have been made to FOS to enable more in your company to benefit from FOS access.

A common request from FOS customers is “We have data entry users who we do not wish to have running company reports and we have manager users who want to run company reports but we do not want them to be able to change data – can you help?”  

This typical need is illustrated above where a company would like both types of users to benefit from the BOS or FOS system. At the same time, companies want to restrict the type of company report information that a data entry person might view. And, further, data entry and accounting departments want to restrict branch managers from changing data.

Previously, a company has had to choose if the BOS and FOS system was to either be “all open” to data entry or “all open” to managers. With REAL/Easy version 14.3 this situation can now be managed thereby maximizing the value BOS and FOS can provide and at the same time provide the restrictions desired. Now each user type can be setup the desired way.

Above, access the user list from Preferences > “Setup Users”.  Note that the User Edit list now includes the “User level”.

Each user in BOS/FOS will now have two access level assignments – one for general non-reporting commands, and one for reporting commands.

The Menu Access Level – General applies to all add, edit, and other processing commands that are not reports. In the example above, this level is set to 4 for the “BRANCH1STAFF” data entry user. This means that this user will be able to access any FOS/BOS non-reporting command that has a required level of 4 through 9.  If, for example the “Add/Edit Listing” command has a required level of 5, this user will be able to access listing data and change it.

The Menu Access Level – Reports applies only to reporting commands (buttons on the desktop menus).  The setting in the above example of “6” means that only reports that have a required level of 6 through 9 will be accessible to this user. If reports, say listing ranking or office company dollar has a required level set to 3, this user will not be able to run them.

Above is illustrated the enhanced “Setup Menu Access” in version 14.3 maintenance screen.  Menu items are categorized a either “General” types or “Reporting” types. 

For a General (white) type, the “Required Level” assigned controls whether a user at a certain “General Level” can use the command.  For example, the “Edit Listing” command is set to a level of 4. This means that a user would need to have a General access level of 0 through 4 to use the Edit Listing command. If the user’s General Level was set to 5 through 9, they would not be able to use the command.

A number of improvements have been made for the Setup Menu Access function. As illustrated above, to help locate a menu option quickly, a search word can be entered at the top of the screen.

Further, to help review the settings, the two columns can be sorted buy clicking on the column header. Above sorts the menu items by Required Level.

A special note regarding the new “View” commands:

The new View commands for listings and transactions are typically set to a 7 or higher so that view only users can be setup to see and not change data. Users in departments such as concierge and relocation are typical. As shown above there is one view command for listings and three for transactions. For transaction viewing, note that all status’s are allowed to be viewed with the above settings except for the “Closed” status transactions – they need an additional setting shown below.

To allow a “view” user to also see closed transactions, set the above “Allow” needed.

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