Security Levels and Passwords

Configuration menu > Security

During initial setup, R.O. Writer recommends that the passwords are set up first, before assigning a security level to any category.

Passwords

Configuration menu > Security > Passwords

In this setting, you assign a password to each security level. When launching a function in R.O. Writer that has a security level assigned to it, a security prompt appears restricting the user from performing that function until the appropriate password is entered. The password entered here is the one that has to be entered into the security prompt before the user can proceed.

To Create a Password Security Level

There can be multiple passwords for each level but you cannot have the same password for two different security levels.

Complete these steps:

1. Configuration menu > Security > Passwords
2. Click Add.
3. Type in the security level number in the Level field.
4. Enter a password for that level on the Passwords window.

5. Click OK to save the password for the level.
6. Click Add again to add another password for the same level or another level.

Password Popup

When an item has a password security level, the following popup appears when any user tries to access that item:

The security level required to unlock the functionality appears just above the password field.

Security Levels

Configuration menu > Security > Security Levels

There are 10 levels of security, from 0--9.

• Security level 0 means that there is no security (no password).
• Security level 1 is the lowest level requiring a password.
• Security level 9 is the highest level of security and can access all of the other levels.

The levels are progressive, so a level 2 can access level 1 and 2, and a level 3 can access levels 1, 2, and 3, and so forth.

Default Security Levels

When R.O. Writer is installed for the first time, there are three different security levels set by default: 5, 8, and 9.

The following table describes each level by number.

Level #	Level Role	Description
5	Manager	These items are typically part of the day-to-day life of a shop manager. This includes Configuration as well as standard tasks in all modules such as Adding or modifying technician information Adding or modifying supplier information Closing a transaction as a One Time Charge Applying a payment to an AR account
8	Owner/Administrator	These items should be available only to someone with the highest level of shop authority. This includes Configuration as well as certain tasks in all modules such as Modifying job pricing Modifying sales tax rates Modifying a parts matrix Modifying an AP transaction
9	Accounting/High Risk	This is limited to items that have an impact on Accounting; specifically, items that would Allow the modification of information that would have been already passed to an accounting package. Prevent information from transmitting to an accounting package. There are two items set to level 9: Repair Orders/Estimates – Reopen a Closed Repair Order Accounting Interface – Reset NOTE: R.O. Writer recommends setting the Security Levels and Passwords entries (in the Configuration section of the list) to level 9 so that access to setting security levels and passwords is limited.

To Add a Security Level

You can add security levels. For example, a common change would be to add an additional level (level 3) for Service Advisers and give them the ability to edit time cards and/or close an invoice to an open account.

To Password-Protect Functionality

R.O. Writer comes loaded with security levels available to set on certain functionality. To password-protect functionality, set a security level on it.

Complete these steps:

1. Click Configuration menu > Security > Security Levels. The Edit Security window opens displaying all the parts of the program that contain functionality you can restrict.
2. Click the + sign next to the module or functionality. The list expands.

3. Double-click inside the area in the Level field. The Edit Security window opens.

4. Type the number of the security level in the blank field.
5. Click OK. The Edit Security window closes and the security level appears on the line.

The topics in this section include: