Sage HRMS has an extensive, flexible, and easy-to-use security system to protect your data. You have complete precision in restricting access because the security system breaks down functions within Sage HRMS by employer, product, activity, task, step, and groups of employees.
If you are the system administrator or the sole user of your system, you can set up Sage HRMS to have access to all security options. Usually an organization’s system administrator sets up and changes security privileges for all Sage HRMS system users. For instance, as the system administrator, you can allow a user access to all employee information except current pay data. Or, you can give a user the ability to enter only demographic information for new employees.
As a normal user, you are assigned a user ID and password which establish your ability to view, change, and process data. In this capacity, you are limited to changing your own password.
Security Concepts
Each person accessing Sage HRMS has a user ID, and each user ID is associated with a password. You probably want to establish the same level of security access for a group of users (not just one user), and the Sage security system lets you create security groups and establish different access rights for each group.
Group Security
A security group is a collection of one or more users with the same access rights. Each security group has a name (assigned when you create the group), and each user (other than the system administrator) is a member of a group. As the system administrator, you assign access rights to the group and not to an individual user. The group a user belongs to determines the access rights of an individual user. As the system administrator, you automatically have access to all functions.
Note: The sole purpose of the security system is to restrict access to various areas within Sage HRMS. The system does not keep track of failed attempts to access system features or report on the functions accessed by users.
User Security
Each security group contains one or more users assigned to that group. Each user must have a User Name, ID, and password to have access to the security group. There are two ways a user can log on to the security group:
- Using the Sage HRMS user name, ID, and password. To assign a user to a security group, you will need an ID, name, and password of the user.
- Using the Microsoft Windows logon and password. To assign a user to a security group, you will need to add a user's Windows logon credentials to the security group.
Before you Start
Prior to setting up access rights for your users, you must set up several components in your Sage HRMS system.
- Set up the enterprise.
- Add and set up your employers.
- Design any custom pages you want to use with your Sage products.
Establish Access Rights
Establish access rights if you want to restrict any portion of the Sage HRMS system to one or more users. However, it might not be necessary for you to set up security for your Sage HRMS system. Consider the following two situations, neither of which require any security setup.
- You are the system administrator and you are the only one using Sage HRMS. You do not need to set up security. When you sign on using MASTER as the user ID, you automatically have access to the entire system.
- You want all users to have unrestricted access to the system. Rather than setting up any security, have each user log on using MASTER as the user ID. Each user can access the entire system.
Note: If you receive updates to Sage HRMS that include new features, the MASTER user ID is automatically updated and always has access to all features. For any additional security groups you created previously, you must update the security group information to provide access to the new features. This provides a safeguard so you can always decide who can access the new features.
This next situation requires security setup. You are the system administrator and install the following products on your system: Time Off, Sage HRMS, Multi-Site Consolidation, and Sage HRMS Train. You want to set up two users for the employer Dunedin Enterprises.
The first user can only enter new employees into the system. The second user has access to the entire system but cannot view or update certain fields. You must:
- Set Up a Security Group for User #1
- Set Up a Security Group for User #2
- Set Up Users
If you must further restrict your users and disallow access rights to specific employee records, refer to Product Group Filters.