Solar Eclipse Role Maintenance. Release 9.0.3

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1 Solar Eclipse Role Maintenance Release 9.0.3

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 13, 2017

3 Table of Contents Role Maintenance Overview... 1 Creating and Configuring Job Roles... 2 Using Menu Maintenance for Role Maintenance... 4 Assigning Job Roles to Users... 5 Assigning OE Views to Job Roles... 6 Role Maintenance Examples... 7 Example 1: A/P Entry... 7 Example 2: Sales Counter Clerk... 8 Example 3: Purchasing Clerk Index i

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5 Role Maintenance Overview Role Maintenance lets you define job functions, such as Counter Sales Manager, and assign specific menus and permissions. For each role you define, you can determine which menus are required to perform that job and what kind of authorization is required. You can then assign these roles to users which tailors the Eclipse menus and functions for each role. Using roles allows you to apply settings as if you were using a template instead of going through each user's account individually and applying the same settings repeatedly. Use the following topics to assist you in creating your job roles: Creating and Configuring Job Roles Using Menu Maintenance for Role Maintenance Assigning Job Roles to Users Assigning OE Views to Job Roles Role Maintenance Examples 2017 Epicor Software Corporation. All rights reserved. 1

6 Creating and Configuring Job Roles Rel Creating and Configuring Job Roles Before you begin, you should consider the full nature of a user's work. When you approach creating a role, look at all aspects of the job function. Do they need to change prices? Do they need to adjust inventory amounts? Do they need to create purchase orders? Are they required to send checks or pay bills? These kinds of questions determine which authorization keys are required and what menu options are needed to complete the job successfully. Check a current user's record for the job role you are creating to address all permissions and menus required. After determining the parameters for a job, then create a separate job role for each function. Configure that job role with specific menus and authorization keys so that when assigned to a user, that user has all the tools and permissions to perform that job. For more information, see Role Maintenance Examples in this documentation. To create a user role: 1. From the System > System Files > User Control menu, select Role Maintenance to display the Role Maintenance window. 2. Use the Define Roles pane to label and describe the role. Field Role Description Description Users with this Role area User ID User Name User Maintenance Do one of the following: Click New to create a new job role. At the Role Name prompt, enter a meaningful role names, such as Payroll Checks. Enter a role name for a current role that you want to edit. Enter the description to list the qualities of the job role that are unique and indicate why a user would be assigned this role. For example, if using Payroll Checks, you may enter: "This user monitors paid vacations, overtime requests, and paycheck amounts. Also, this user may issue the paychecks." This table lists all users currently assigned the displayed role. You can add users by inserting the user ID in the User ID field. Or you can use the User Maintenance button next to the table to display the User Maintenance window and assign users there. Display the User Maintenance window for managing user records. 2. Use the Assign Menus pane to define the default menu and its settings. Field Description Epicor Software Corporation. All rights reserved.

7 Rel Solar Eclipse Role Maintenance Menu Select the menu you want to assign to the role. If you do not see the menu you want to assign, click Menu Maintenance to display the Menu Maintenance window and create the user-defined menu you need. Note: A role can only have a single menu assigned to it, but users can have more than one role assigned to their records. Note: Eclipse retrieves the menus from the root menu or default menu. However, when a Solar Override menu is assigned and if any menus assigned through a role, then all menus are merged and the system hide all duplicate menus. 3. Use the Assign Authorization Keys pane to indicate which permissions this job role requires and has applied. Similar to the Authorization Keys window search for those authorization keys you want to assign to this user role. Consider which activities the user needs to perform, such as price changes, cost checks, sales order entry, or A/P Entry. 4. Use the Assign OE Views pane to select OE Views or Templates for the job roles requirements. Note: Authorization keys assigned for a user in User Maintenance merge with any authorization keys assigned at the role level. If an authorization key is assigned in both User Maintenance and Role Maintenance, but have different levels, the system uses the level assigned in User Maintenance. 5. Save your job role and exit the window Epicor Software Corporation. All rights reserved. 3

8 Using Menu Maintenance for Role Maintenance Rel Using Menu Maintenance for Role Maintenance Menu Maintenance for roles lets you build and customize menus for your job roles to make sure that the user assigned the role has all the menus required to complete the job successfully. The process for creating menus for roles is the same as creating custom menus. Use the standard Eclipse menus to start building your customer, role-based menu. Important: Name your role menu according the role to which it should be assigned so that administrators and managers can use it appropriately. For more information about using Menu Maintenance, see Custom Menus Overview or Creating Custom Menus Using Standard Eclipse Menus in this documentation Epicor Software Corporation. All rights reserved.

9 Rel Solar Eclipse Role Maintenance Assigning Job Roles to Users After roles are created you then can assign job roles to specific users through User Maintenance or through Role Maintenance. Note: You can mass load a job role to user records. To assign job roles through User Maintenance: 1. From the System > System Files > User Control menu, select User Maintenance to display the User Maintenance window. Note: You must be assigned the USER.MAINT.ALLOWED authorization key to access this window. 2. In the User field, enter the user for which you want to assign one or more roles. 3. In the Roles & Menus area, use the following to define for this user the roles from which the system should inherit and apply menus and authorizations: Field Role(s) Override User Settings with Role Settings Default Menu Description Select one or more roles to apply to the displayed user's account. Select to make the role settings take precedence over the user-level settings. The menu name that determines the system programs to which the user should have access. MAIN includes all system menus and is appropriate for the highest-level administrative user. To limit the functions available to different user groups within your company, create custom menus. Note: You must assign a main-level menu as a user's root menu. You cannot assign a submenu. Solar Override Menu The menu selected in this field is merged with any role menus selected. If you want this user's account to display a different Solar menu from the one displayed in Eterm, enter that menu in this field. If this field is left blank, both Solar and Eterm use the same menu based on any roles or the menu selected in the Default Menu field. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 5

10 Assigning OE Views to Job Roles Rel Assigning OE Views to Job Roles After roles are created you then can assign standard Order Entry Views (OE Views) to job roles. This lets you take advantage of the standard views used in order entry or user-defined views you have created limiting the job role user's view within the Sales Order Entry process. Additionally, you can assign template views you have created for users. Note: Changes in Role Maintenance for OE Views are pushed back to the OE Maintenance window. To assign OE views to job roles: 1. From the System > System Files > User Control menu, select Role Maintenance to display the Role Maintenance window. 2. Display the job role you want to add an OE view to. 3. Click the Assign OE Views pane. This process works the same way as standard Order Entry Views (OE Views). 4. In the View area in the View field, select which view you want to assign to this job role. The system populates the Template area with the available views for the selected view with all possible views selected for the user. Templates are validated against the standard Order Entry Views (OE Views). 5. In the Template area, deselect any column views you want to eliminate from the assignment. Templates display as view-only, if that template is view-only in the standard Order Entry Views (OE Views). 5. Save your changes and exit the window. The user will need to log off and back on to see the new views assigned Epicor Software Corporation. All rights reserved.

11 Rel Solar Eclipse Role Maintenance Role Maintenance Examples The following information can be used as a guide for creating and assigning user roles. The following examples will help guide you through creating meaningful roles. Example 1: A/P Entry A/P Entry personnel need to be able to do the following: Check A/P statements. Edit orders in closed accounting periods. Print invoices. Manage credit and credit card information for customers. View the cost of goods sold (COGS) on an order. Step 1: Create the main job role Include the full description to ensure that when administrators or managers are assigning this role, the purpose of the job role is clear. Step 2: Assign the appropriate menus Click Assign Menus and then Menu Maintenance. Assign the menus this user requires for their job function Epicor Software Corporation. All rights reserved. 7

12 Role Maintenance Examples Rel For more information about how to build menus for a role, see Using Menu Maintenance for Role Maintenance in this documentation. Step 3: Assign Authorization Keys Assign authorization keys required to grant permission to the user to complete work. You can use another, current user as a guide or start with the Setup Requirements recommendations listed in the online help documentation. For more information about assigning authorization keys to users, see Authorization Key Assignment Overview or Assigning Authorization Keys to Users in this documentation. Example 2: Sales Counter Clerk Sales Counter Clerk personnel need to be able to do the following: Create sales orders Epicor Software Corporation. All rights reserved.

13 Rel Solar Eclipse Role Maintenance Change pricing. Print pick and ship tickets. Pick an order. View inventory, future, and history ledgers. Edit an order after the pick ticket prints. Take payments. Close an order through Close Counter Order. Step 1: Create the Main Job Role Include the full description to ensure that when administrators or managers are assigning this role, the purpose of the job role is clear. Step 2: Assign the Appropriate Menus Click Assign Menus and then Menu Maintenance. Assign the menus this user requires for their job function Epicor Software Corporation. All rights reserved. 9

14 Role Maintenance Examples Rel For more information about how to build menus for a role, see Using Menu Maintenance for Role Maintenance in this documentation. Step 3: Assign Authorization Keys Assign authorization keys required to grant permission to the user to complete work. You can use another, current user as a guide or start with the Setup Requirements recommendations listed in the online help documentation Epicor Software Corporation. All rights reserved.

15 Rel Solar Eclipse Role Maintenance 2017 Epicor Software Corporation. All rights reserved. 11

16 Role Maintenance Examples Rel For more information about assigning authorization keys to users, see Authorization Key Assignment Overview or Assigning Authorization Keys to Users in this documentation. Example 3: Purchasing Clerk Purchasing clerks need to be able to do the following: Create purchase orders. Create transfers. Work the Suggested P/O Queue. Work the Suggested Transfer Queue. Change pricing or costing on purchase orders. Print, , EDI, or Fax purchase orders or transfers. Receive purchase orders or transfers. View inventory, future, and history ledgers. Edit open purchase orders and transfers. Edit received purchase orders and transfers. Perform the credit/rebill process on received purchase orders and transfers Epicor Software Corporation. All rights reserved.

17 Rel Solar Eclipse Role Maintenance View or edit sales orders. Procure and confirm material on sales orders. Step 1: Create the main job role Include the full description to ensure that when administrators or managers are assigning this role, the purpose of the job role is clear. Step 2: Assign the Appropriate Menus Click Assign Menus and then Menu Maintenance. Assign the menus this user requires for their job function Epicor Software Corporation. All rights reserved. 13

18 Role Maintenance Examples Rel For more information about how to build menus for a role, see Using Menu Maintenance for Role Maintenance in this documentation. Step 3: Assign Authorization Keys Assign authorization keys required to grant permission to the user to complete work. You can use another, current user as a guide or start with the Setup Requirements recommendations listed in the online help documentation Epicor Software Corporation. All rights reserved.

19 Rel Solar Eclipse Role Maintenance 2017 Epicor Software Corporation. All rights reserved. 15

20 Role Maintenance Examples Rel For more information about assigning authorization keys to users, see Authorization Key Assignment Overview or Assigning Authorization Keys to Users in this documentation Epicor Software Corporation. All rights reserved.

21 Index R role maintenance about 1 assigning menus 4 assigning roles to users 5 assigning views 6 configuring roles 2 creating roles 2 defautl menus 5 example 7 new 2 OE views 6 templates 6 user-defined menus Epicor Software Corporation. All rights reserved. 17