Security Profiles

Overview

The Security Profiles screen enables you to create and customize company-level profiles for security permissions. Core comes with a standard set of security profiles to get you started. However, you can customize an existing security profile or save the current set of security permissions as a new profile. Security profiles such as Time & Expense or Full Access can be assigned to employees and vendors using the Security Permissions, Employees or Vendors screen. Click to watch this video on managing security profiles in Core.

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Core has the following set of standard security templates, which can be further customized. If you customize a security profile, Core automatically updates the security permissions for those users who have been assigned that profile. However, the security profile of the Owner account is Full Access by default and you cannot change it. Also, you cannot delete profiles that are in use and default system security profiles.

  • Billing and A/P: This security profile allows full access to billing, account receivable and accounts payable functions in Core, but selective or no access for other modules.
  • Billing Only: This security profile allows full access to billing functions in Core, but selective or no access for other modules.
  • CRM Administrator: This security profile allows full access to CRM functions in Core, but selective access for other modules. A CRM Admin user has permissions to view CRM-related data of all employees in the company.
  • Full Access: This security profile allows full access to all the functions in Core, but selective access for time and expense modules. If there is only one Full Access user in the company, Core does not allow changing the employee's status to Inactive or Terminated.
  • HR Administrator: This security profile allows full access to the HR functions in Core, but selective access for other modules. An HR Admin user has permissions to view HR-related data of all employees in the company.
  • HR Standard: This security profile allows selective read-only access to the HR functions and other modules in Core.
  • Manager Access + HR Administrator: This security profile allows full access to most of the project management and HR functions in Core, but selective or no access for other modules.
  • Manager Level Access: This security profile allows full access to most of the project management functions in Core, but selective or no access for other modules.
  • Payroll Administrator: This security profile allows full access to the payroll functions in Core, but selective access for other modules. A Payroll Admin user has permissions to view payroll-related data of all employees in the company.
  • Payroll User: This security profile allows selective access to the employee-related payroll functions and other modules in Core.
  • Principal: This security profile allows full access to most of the functions in Core, but selective or no access for specialized modules such as A/P and A/R.
  • Time and Expense: This security profile allows selective access to time and expense functions in Core, but no access for other modules.
  • Time and Expense + HR Standard: This security profile allows selective access to time and expense and read-only access to HR functions in Core, but no access for other modules.
  • Time Entry: This security profile allows selective access to only time entry functions in Core, but no access for other modules.

Basic Tasks

Create New Profile

Assign Security Profiles

Advanced Tasks

Customize Security Profiles

 

Create New Profile

Core allows Admin users or Owner to create a new profile by mixing existing security profiles. The new profile contains all security settings from the selected security profiles. You can also edit the name of the custom security profiles.

To create a new security profile, watch this video or follow these steps:

    1. Open the Security screen from your company menu > Settings > Security Permissions.

    2. Select the Show: Employee option at the top-right.

    3. In the list view, click More > Security Profiles.

    4. On the Security Profiles screen, click Create New Profile.

      security_profiles_create_new.png

    5. On the Create New Profile dialog, enter a new Profile Name.

    6. Select the existing security profiles from the list that you want to mix.

    7. Click Create. The new profile is added to the list. 

    8. In the list view, click dropdown-caret.png on the new profile row and select View Details.

    9. On the Edit Profile > Screens tab, make the desired changes to the assigned security permissions by checking or un-checking the corresponding options.

      security_new_profile_edit.png

    10. You can also set permissions for the Core reports on the Reports tab.

    11. When you have finished, click Overwrite Profile or Save As New Profile. Your settings are saved now.

Assign Security Profiles

You can assign the security profiles to your employees or vendors from the respective screens. Alternatively, you can do so from here as well. This option is not available in sample databases.

To assign a security profile to a user, watch this video or follow these steps:

    1. Open the Security screen from your company menu > Settings > Security Permissions.

 

security_profiles_assign.jpg

 

    1. Select the Show: Employee option at the top-right.
    2. In the list view, click More > Security Profiles.
    3. On the Security Profiles screen, click dropdown-caret.png on the grid for the profile that you want to assign and select Assign To.
    4. On the Assign To dialog, select the Type (individual, group, etc.) and Name of the user to be assigned the selected security profile.

    5. Click Assign.

Customize Security Profiles

It is easy to edit and customize an existing security profile and then save it under a new name. You can also edit the name of the custom security profiles.

To customize a security profile, watch this video or follow these steps:

    1. Open the Security screen from your company menu > Settings > Security Permissions.

 

security_profiles_customize_1.jpg

 

    1. Select the Show: Employee option at the top-right.
    2. In the list view, click More > Security Profiles.
    3. On the Security Profiles screen, click dropdown-caret.png on the profile that you want to edit and select View Details.
    4. On the Customize Profile > Screens tab, make the desired changes to the assigned security permissions by checking or un-checking the corresponding options. You can also set permissions for the Core reports on the Reports tab.

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    1. Click Create New Profile.
    2. On the Security Profile dialog, enter a new Profile Name so that you do not overwrite any of the default profiles.
    3. Click Save.

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