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Security Workflow

To be able to access records, relationships between the following areas must be set up: 

  • User and entities

    • User-entity relationships are important and must be set up to ensure that each user can access the records. The security relationship between a user with one or more entities is set up on the MEM User Security Setup page.

  • Master file records and entities

    • The relationships between the master file records and entities is important so that the records can be used in transactions.

    For records that existed before Multi-Entity Management is installed and used, review the Assign Entity Workflow to set up the relationships between pre-existing transactions and records with entities.

    For records that are created after Multi-Entity Management is installed and used, you can attach one entity to the record at the time it is created. However, if you want a master record to have relationships with several entities, after the record is created, you can set up those relationships on the MEM Master Security page.

Set Up Security

To set up the Multi-Entity Management security, do the following: 

  1. On the Multi-Entity Management Setup page, select which master records you want to use the MEM security feature: 
    • Bank Account
    • Customer
    • Fixed Asset
    • Item
    • Job
    • Location
    • Payment Method
    • Resources
    • Service Item
    • Vendor
  2. On the MEM User Security Setup page, set up the user-entity access relationships.

    3. Tip: On My Settings page, users can specify an entity as their default entity. This entity is usually the entity they use most often. The default entity setting helps users save time because it becomes one less option to enter as they enter transactions.

  3. On the MEM Master Security page, set up the relationships between the master file records and entities.
  4. On the Location page, assign owner entities to locations.

After you set up these pages, users are able to access only the records that belong to entities to which they have access. For example, User A has access to entity 100. As a result, User A can access all records that belong to entity 100. If a customer record belongs to entity 200, User A cannot access it.