There are two basic ways to set up user security:
For an individual user, you can go through menu items one by one and restrict access to them. By default, a new user can access everything in Breeze. For an explanation of each menu item/permission, open this spreadsheet.
You can assign a user a pre-defined role. Breeze comes with four default roles: Maintenance, Accounts Receivable, Accounts Payable, and Leasing Agent.
There are also a few advanced ways to set up security:
After assigning a role, you can customize it for an individual user by allowing more access or less access to specific menu items.
You can save a user's settings as a custom role, and then assign it to other users.
After setting up security for one user, you can copy the settings over to another user.
Each method is explained in detail below.
To set up menu security
Go to the User Setup tab of the Company Settings page.
Click the Edit icon (the pencil).
Locate the user you want to restrict, and click the Page Access button.
The Edit Page Access screen appears.
Each item is a section heading that represents a program area, for example, Accounts Payable or Accounts Receivable.
If you click the plus symbol, you can open a section and view a list of individual pages (or permissions).
By default, a new user can access everything. Every check box is selected. For an explanation of each permission, open this spreadsheet.
To limit access, you can clear check boxes -- either at the section level (for example, Accounts Payable) or at the level of individual pages.
In this example, the user has access to Accounts Payable, but we removed access to Make Payments and Review Payments.
Some of the items come in pairs, for example Payables and Add Payable. In this case, the first item (Payables) gives you view access, and the second item (Add Payables) gives you add/edit access.
When you are finished, click Close. Your selections are saved.
Note: The permission to view a Tenant Ledger is located under Permissions > Others (bottom of the permissions pop-up area).
User Roles
Another way to set up security is to select a role for the user.
Each role comes with a predefined set of access permissions. For example, if you select the Maintenance role, the following check boxes are selected on the Page Access screen.
All the other checkboxes are deselected.
Customizing a Role
You can give a user a role, and then go into the Page Access check boxes and customize it. For example, you could give the user the Accounts Receivable role, and then add access to the Tenant screen, so they can view and edit recurring charges.
Add the user. Save the record.
Select a User Role for the user.
Click the Page Access button for the user and customize their page access.
The maintenance role is an exception -- if you assign this role to a user, you cannot give him/her access to any additional pages.
Saving a Custom Role and Assigning It to Another User
After you set up page access, you can save the settings as a custom role.
On the Edit Page Access screen, click the Save as Custom Role button. A popup appears, where you give the role a name.
In this example, we name the new role "Job Cost." Click Save.
When you set up another user, the new role is available in the User Role dropdown.
Copying Security Settings Over to Another User
After setting up menu security for one user, you can copy the settings over to another user.
On the Users page, scroll to the right and click the Copy Page Access button.
A popup appears.
The popup shows the original user at the top -- the "copy from" user.
Select the users you want to copy the settings to.
Click Copy.
On the Users page, click Save.