Starting with the Summer 2016 release of BIAS, the ability for entities to update User Rights has become availaible. User rights forms are no longer needed to be submitted to BIAS to have employees added or roles updated. However, we do ask that you do keep BIAS up to date on who you allow support contact and what they are allowed to discuss. The right to configure users will be given by BIAS to the Primary Contact.
If 'User Rights' is not listed in your 'Help' menu, please contact BIAS support to have it added!
Help > User Rights
When the primary contact is given the right to update User Rights, BIAS Support will set up the initial import of users. When that is done, all of the current users and their rights will be available when you open the module.
If the security file has been edited outside the user rights program, you will be automatically prompted to 'Import Users'. Add, Edit, or Print functionality will not work if the security file is newer that the rights listings. It does not hurt anything to re import as many times as prompted.
- When adding or editing users, only the groups and rights that have been used by one or more existing users will be available. To add a new modules/functions not listed, BIAS support will need to do so.
- If the group names are not as organized as you wish, please contact support and we can help you rename them.
- Security in BIAS is based on 'Rights', this detemines what the user can see and do when they log in. 'Groups' are a collection of 'Rights' and are used to make setting up users easier. Generally groups are created for job roles, that way you don't need to remember what is necessary to do a particular job. Each client is given a set of 'default' groups to start with, when you start defining your own job roles, those can be updated to reflect your organizations requirements. Once that is done, adding, editing, and deleting users should be relatively easy using this process.
- If required, the Import Users Table box will appear. Accept the values as displayed.
- Click Import.
- Type in 'Y' or 'y' and press enter. The security file will be re-imported.
- Once the list of Users appears, you can print either one or all users. It is a good practice for someone to print and review users rights periodically. If the auditor requests a list of users rights, the print option has a PDF option so you can send them the list.
- The Groups tab also has a print function, it lists the rights AND the users assigned to each group.
- Click Add
- Enter User ID - This can be the users first name. If there are two people with the same first name, the first inital of the last name can be added to create a unique ID.
- Enter User Name - This is the users full name and is also a unique value, BIAS will warn you if a duplicate name is selected. Generally myBIAS users are all caps so put their name in mixed case.
- Password - Is a system generated password that will be used the first time the user logs into BIAS. The password is automatically copied to the your clipboard, have an email ready to paste it into and sent to the user. The user will be prompted to enter this temporary password and create a new one at login, if they do not do so, BIAS will not let them start BIAS. See Logging On To BIAS.
- Copy From - If you select a name, the user rights will auto populate to match the profile chosen. You can then add/remove the selections as needed. Any time this value is changed the default values will be re-written.
- Profile - Check this box to create a profile that creates user groups and rights to be used in the Copy From, but does not create a user log on.
- Add To Cash Receipt Users - This is automatically checked when the Cash Receipting group is selected. It can be unchecked if desired. You will have this option in 'Edit' later on if they do not have a Drawer Assignment.
- Drawer Supervisor - Can be checked if you want that box checked in the Drawer Assignments list.
- Rec Name - Is the name that will be printed on cash receipts. If the full name is not to be used, it can be edit to display the desired name.
- Drawer - A drawer ID can be entered here if a specific drawer is used. If not, this can be left blank.
- Search - A key word can be entered here to search for a specific Group or Right. (Ex: Payable, Receipting, Supervisor)
- Show - This drop down cahnges the view of the Groups and Rights to display All (all groups or rights), Selected (what the user has), or Not Selected (what the user does not have).
- If the profile is correct click Save & Close.
- Click Edit
- User - Will populate with the existing users name.
- Password - Is a system generated password that will be used the first time an existing user logs into BIAS when they have been updated for the first time. The password is automatically copied to the supervisors clipboard to be sent to the user. The user will be propted to create a new passoword at login. See Logging On to BIAS.
- Select the groups and rights tabs to get the list of options to choose from. Then click on the group or right that needs to be added.
- Show - This drop down changes the view of the Groups and Rights to display All (all groups or rights), Selected (what the user has), or Not Selected (what the user does not have)
- Add To Cash Receipt Users - If the user was not written to the Drawer Assignments when created, you will have the opportunity to do so now. If the user has one, this section will not appear.
- Drawer Supervisor - Can be checked if you want that box checked in the Drawer Assignments list.
- Rec Name - Is the name that will be printed on cash receipts. If the full name is not to be used, it can be edit to display the desired name.
- Drawer - A drawer ID can be entered here if a specific drawer is used. If not, leave blank.
- If the profile is correct click Save & Close.
When logging on to BIAS for the first time as a new user or having had the user rights updated for the first time from the User Rights Menu, the tempoary password sent to the clipboard will be needed to log in.
- User - Will auto populate with the usner name.
- Old Password - The autogenerated password from the clipboard will need to be entered here.
- New Password - A new password will need to be created with a minimum lenght of 7 characters, and at least a number, a special character, and a letter. BIAS will check off the criteria as each item is entered in the new password.
- Verify Password - Reenter the newly created password to confirm.
- Sync Cach Rec PW - Check the box to make the Cash Receipting password match the Logon password.
- Update - Click to updated password.
If Cancel is chosen instead of Update, BIAS will close. A new password must be created to log on to BIAS.
A Default File Path will be displayed when BIAS launches for the first time. Click USE BIAS_6\Reports to set this as the default file location for reports generated in BIAS.
If a user forgets their password and needs it reset:
- Go back to Help > User Rights
- Select the User
- Click Edit
- Click Save & Close
A new password will be generated and sent to the supervisor's clip board.
If the User ID is entered in the first column (case sensitive) and 'Automatic Login' is checked, the user will not need to input their password for cash receipts when entering them from their desk.
Go to: Cash Receipting > Setup Tables > Drawer Assignments
Go to: Cash Receipting > Setup Tables > Accts Rec Setup Data
