Related topics

Setting Up Security

Setting Group Security

Connected Services Security

User security

Each security group has one or more users assigned to it. There are two ways a user can log on to the security group:

  • With their Sage HRMS username, name, and password.
  • With their Windows logon and password.

Note: The MASTER user will always use Sage authentication. If the MASTER user tries to use the Windows logon when logging on to the application, the system displays an invalid username/password message.

  1. Select Setup > System > Security > User Security.

  2. The table on the User Security page shows the users who have already been added.

    To add a new user, click Add.

  3. In the User Security page for Authentication, select either Sage HRMS or Windows.
  4. If you selected Sage HRMS:
    1. For Username, type a maximum of 10 letters; (the system converts them to upper case). This can be the user’s initials, the first name, and the first letter of the last name, or any other suitable abbreviation.
    2. For Name, type a maximum of 25 characters. This should contain the user's full first and last name because this is used in the scheduler for task assignments.
    3. For Password, type a maximum of 10 characters for this user’s password. For security reasons, you see asterisks instead of the password that you type. The system automatically converts all characters to upper case.
  5. If you selected Windows:
    1. For Username, click the lookup icon to look up the user.
    2. On the Select a user page, scroll or use search criteria to find the user.
    3. Click OK to return to the User Security page, which shows the user's Windows authentication for Username and Name. The domain is also included if necessary. The Password is blank because the user will provide this when they log on.
  6. On the User Security page, enter other information about the user:
    1. For Email address, type the user's email address (a maximum of 64 characters).
    2. For Position, type the user's job title or other position description (a maximum of 25 characters).
    3. For Group, select the security group to which you are adding this user.
    4. For Allow Access to Sage HRMS Link, select Yes if they can use Sage HRMS Link.
    5. For Inactivate Username, leave No as the selection when adding an active user.
    6. For Allow Single Sign-on to ESS, select Yes if they can use Sage Employee Self Service.
    7. For Allow Access to MWA, select Yes if they can use My Workforce Analyzer.
  7. Click OK.
  8. If you selected Sage HRMS authentication for the user, the Password Verification page opens. Type the user's password again for verification and click OK.

  9. The table on the User Security page now shows the new user. The Authentication column indicates the type of logon set for the user.

    If you want to set up additional users, repeat steps 2 - 8.

  10. When you are finished, click black X icon (the close page icon) to close the User Security page.

Note: If you selected Windows authentication for the user, you must repeat this process in Sample data if the user is to be able to access Sample data. If you are also using Sage Employee Self Service, you must set up Windows Authentication separately from within Sage ESS.

  1. Select Setup > System > Security > User Security.
  2. In the table on the User Security page, select the user you want to edit.
  3. Click More.

  4. On the User Security page, edit the information as necessary.

    Note: If you change the user's security group, make sure you reassign the tasks this user is no longer able to perform due to restricted access. For information about assigning tasks, see Using the Scheduler.

  5. Click OK to save your changes and return to the User Security page.
  6. When you are finished, click black X icon (the close page icon) to close the User Security page.

If a user should no longer be allowed to access Sage HRMS, best practice is to deactivate that user instead of deleting them.

  1. Select Setup > System > Security > User Security.
  2. In the table on the User Security page, select the user you want to deactivate.
  3. Click More.
  4. On the User Security page, select Yes for Inactivate Username.
  5. Click OK to save your changes and return to the User Security page.
  6. When you are finished, click black X icon (the close page icon) to close the User Security page.

Note: Users who attempt to log on to Sage HRMS with a deactivated user ID are shown an "Invalid username/password." message and cannot log on.

  1. Remove any scheduled tasks from the user’s Organizer.
  2. Select Setup > System > Security > User Security.
  3. In the table on the User Security page, select the user you want to delete.
  4. Click More.
  5. On the User Security page, click Delete.

  6. If the user is not scheduled to perform any tasks, confirm the deletion.

    Note: If the user has tasks scheduled on their Organizer, the system alerts you and does not allow you to delete the user. Click OK to display the user’s task schedule, review the list of tasks. To print the tasks for easy reference, click Print.

  7. The table on the User Security page no longer shows this user.

    When you are finished, click black X icon (the close page icon) to close the User Security page.