Tailored Roles Enable Freedom, Security and Simplification

Posted by Gerry Poe

role based erp securitySYSPRO incorporates a number of facilities aimed at securing the organization's system from unauthorized access. Security measures range from login authentication to passwords and access levels configured per operator against programs, transactions, activities and fields.

The various levels at which security within SYSPRO can be defined, enable you to implement internal controls according to your own business requirements. SYSPRO also provides you with the ability to tailor security measures to be as simple or as finely tuned as your operating environment requires.

Besides utilizing standard security features such as password control and ageing, security goes further to groups and operators, maintenance features. Administrators can control access down to certain business processes, companies, modules, menus and program functions and activities - as well as visibility to transactional data for key data such as warehouse, banks, salespersons, general ledger etc.

Role-based security, a standard security feature, is optionally implemented, consolidating existing security facilities within SYSPRO, allowing functions to be configured by role. Role-based security enables an administrator to assign an operator (user) to company-defined-roles which provides a much simpler mechanism when managing security - especially for a larger number of operators and when new operators join an organization. Policy-based security applied to users, groups, departments, functional groups and executive profiles help establish and manage access to critical operator needs and ERP systems.

Rrole-based management system allows an administrator to add new roles and configure them as required.

Alternatively, the role-based security can be configured against activities while designing workflows - against the activity you can select if the activity is secure and which roles have access to it. When you deploy the workflow, the role-based settings are displayed in the Role Management program, where you can maintain the settings if required.

You can control SYSPRO's user interface for individual operators based on their role within the organization. Role-based provides a simplified means for a system administrator to pre-configure and control the user interface presented to a SYSPRO operator.

Security is an Issue for your company's ERP system, consider using the role-based security model.

The best way to explain the benefits of role-based security models is to contrast it with the standard security roles. As you may know, an example of one standard (out-of-the-box) security role is GROUP policies. A “GROUP” (i.e.: sales operators, warehouse users, finance and marketing) which might be enabled the ability to create vendors and to create, void, and post payables invoice transactions and supplier payments. As your company adopts more stringent data/transactional policy standards and processes, you may disallow the same user to create vendors, enter invoices, and print checks. Or, as in accounting 101; "Those who create the bills, cannot pay them."

This is where the role-based security can help. Instead of utilizing GROUP security which contains more broad rights, multiple roles can be created to segment the processes by applying tailored security according to refined policies. Some of those security roles look like the following: EXECUTIVES, PRODUCTION MANAGER, PAYABLES PROCESSING, PAYABLES PAYMENTS, FACTORY A, and FACTORY B. Your security administrator grants users access to PAYABLES PROCESSING and PAYABLES PAYMENTS, separately, giving the user the ability to create vendors and enter payables transactions without the ability to print checks.

Role Based Security within your ERP Software

  • Role-based security is more flexible because every company is different and requires different access needs in regard to accounting information.
  • Aligning security roles and tasks to enterprise functions is also much easier for the administrators as you can copy user security settings and don’t have to start from scratch for each user.
  • SYSPRO Security Role Setup displays tasks and items which access has been granted so your administrators are always “in the know” without having to shuffle through unwanted information, such as all security tasks, roles and items.
  • Since your ERP holds your sensitive financial data, it’s important to have your security settings in line with your company objectives. Overlooking this crucial piece of your accounting software could be detrimental to your business.

Role-based User Interface (UI) - Some technical details
Following on the recent introduction of the SYSPRO Fluid Interface Design, which gives users unprecedented customization and control abilities over virtually every aspect of the desktop user interface, SYSPRO has the ability, for system administrators, to control the customization of the SYSPRO UI (user interfce) by applying roles to operators.

Layouts can be designed per role and can apply to any docking pane (range within a screen), entry or display form, list view, data grid and SYSPRO Office Integration (SOI) search results. The UI can be highly customized at the role and individual operator level. Users can design the User Interface (UI) layout using Visual Studio-style docking panes and can modify the UI components (list views and forms) at the role level.

Role-based UI helps administrators protect sensitive data from appearing in forms and list views throughout the systrem. The Role-based UI provides SYSPRO customers with another layer of tools enabling provisions for even higher level of efficiency and system usage effectiveness.

Since your ERP holds your sensitive financial data, it’s important to have your security settings in line with your company objectives. Overlooking this crucial piece of your accounting software could be detrimental to your business.

So, the next time you find yourself challenged with applying the appropriate security rights to a user, within your specific business processes, utilizing rose-based security models will assist you with meeting those challenges.

electronic signatures


Role-based security dovetails well with the next step in enterprise access controls, Electronic Signatures. Electronic Signatures is like the little ink-stamp on a lanyard used in many quality, production, and engineering departments. It is your authorized "electronic" stamp of approval against a transaction, process, operation, or product acceptance. These electronic "stamps" post, along with the financial record, to create a permanent "stamp".

Does Your Enterprise Solution contain these integrated systems?

  • Security: Access Control, Password - Ageing, Role Based, Groups and Operators
  • Access restrictions by operator, group and role
  • Role based tailored security for departments and workflows
  • Password ageing, timeouts, permissions
  • Electronic Signatures supporting transaction and certification
  • General Ledger Capex with password requirements
  • Purchasing Capex Expenditures with password control
  • ERP Systems/Modular/functional access control
  • Security tracking, reporting and analysis

These questions are but a few in the Complete Enterprise (ERP) Self Assessment which includes over 300 questions. You can download the complete ERP self assessment here:

Download the Checklist: The Complete Enterprise  (ERP) Self Assessment


Tags: Role Based Security, SYSPRO, SYSPRO Support

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