Security Details

System Access

Once a user has gained physical access to People-Trak HRIS, the various controls provided by People-Trak are in force. The first control is system access. System access to People-Trak is controlled through the use of user ID/password combinations. Only those users with a valid user ID and password can gain access to People-Trak. Once access has been gained, the user is subject to the security established for that user. The default user ID/password combinations provided with People-Trak are DEMO/DEMO and MASTER/MASTER. Additional combinations for each of your users can be defined with the User Setup process.

Company Access

Access to the individual companies that you define within People-Trak is under your control. Any user can be given access to any combination of companies. For example, if you have a user who is not allowed to see archived data, you can restrict that user from the ARCHIVE Company. No access to that data through any function will be provided.

Module Access

Access to the individual modules provided with People-Trak is under your control. Any user can be given access to any combination of the modules. For example, if you have a recruiting staff that should have access to Applicant Management, but not to Personnel Management, you can limit the recruiting staff to the Applicant Management module.

Record Security

The record security option allows you to grant or deny access to groups of records using query statements. For example, if you are allowing department heads to use People-Trak for employee reporting purposes, you will develop a query filter for each departmental user that grants access to those employee records in each specific department. The query filter utilizes the full power of the query engine in People-Trak and allows you to extensively control access from one record to every record in the company.

Menu Access

Access to individual menu options is under your control. For each user, you can grant or deny access to any option listed on the File and Documents menus as well as some of the options on the Tools menu. The full Tools, Administration and Setup menu access is controlled by the Administrator setting in Security Setup.

Category Access

Access to the individual categories for the modules that are provided with People-Trak is under your control. Workflows, Activities, Processes, Tables, Screens, Fields and Documents all have a category assigned to them. If you secure a category, you automatically secure all of the items in that category. This makes setting security very easy and thorough. If you do not allow access to a category, all of the items in that category are automatically set to no access as well and cannot be changed.

Workflow Access

Access to individual workflows for the module is under your control. For each user, you can grant or deny access to any of the workflows. If a user does not have access to a category, all of the workflows in that category are set to no access and cannot be changed.

Activity Access

Access to individual activities for the module is under your control. For each user, you can grant or deny access to any of the activities. If a user does not have access to a category, all of the activities in that category are set to no access and cannot be changed.

Processing Access

Access to individual processes for the module is under your control. For each user, you can grant or deny access to any of the processes. If a user does not have access to a category, all of the processes in that category are set to no access and cannot be changed.

Table Access

Access to updating individual tables for the module that are provided with People-Trak HRIS is under your control. For each user, you can grant or deny access to updating any of the tables. If you deny a user access to a table, that table will not be available for update in either the Edit/Print Table or Mass Update Table process in that module. If a user does not have access to a category, all of the tables in that category are set to no access and cannot be changed. Screen Access Access to individual data entry screens (standard and custom) for the module is under your control. For each user, you can grant or deny access to any of the data entry screens. If a user does not have access to a category, all of the screens in that category are set to no access and cannot be changed.

Field Access

You can control access for each user to every field in People-Trak. Unlike the other security features, field access has three states. You can prevent access altogether; the highest form of security. You can grant display-only access; the ability to see, but not change the data. Or, you can grant full access, which allows the user to both see and change data. Restricting access to a process or screen does not restrict access to the fields associated with that process or screen. You must specifically restrict access to those fields, or they can be accessed in other areas of People-Trak. If a user does not have access to a category, all of the fields in that category are set to no access and cannot be changed.

Document Access

Access to updating or viewing individual documents in People-Trak is under your control. For each user, you can grant or deny access to any of the documents. If a user does not have access to a category, all of the documents in that category are set to no access and cannot be changed.

Denying Access

If you deny a user access to any component of People-Trak, that component will no longer be visible. For example, if you deny a user access to a field, that field will no longer show up on any screen and will not be included in the Select Field popup. Any report that includes that field cannot be run.

If you deny access to a screen that is included on a workflow to which the user does have access, that screen will not show up in the screen dropdown, or if it is a subscreen, that button will no longer display. If a user is denied access to a function that is on the Shortcut Bar, the shortcut will still display but it will be disabled and its caption will be in white to denote that. Check for Unauthorized Access Each time a user logs into People-Trak a record is stored in the System Access Log. If a user attempts to log in, but fails to gain access, an attempt to log in is also stored. These access records can be used to determine if someone is attempting to or has succeeded in accessing People-Trak without authorization via the User ID and Password entry. The information stored in the System Access Log includes the user name, date of the access, time of the access, and a comment. Since the time is stored, it is possible to check for access attempts that are outside normal operational hours. To check the System Access Log, use the View Access Log utility. The access records are stored in the order in which they occurred. This utility is accessed by selecting the Utilities option on the Administration menu.