To manage the security of your business information, users and groups of users can be secured to databases, Inboxes (in the desktop client), Archives, and Searches. Licenses can be allocated as needed between users.
The User & Group Administration interface is where permissions are set for users and groups or users by members of the ssAdmin group. The interface allows you to select single or multiple users and/or groups of users, and to select single or multiple security components to configure.
Use the User & Groups panel to select one or more users and to create new Square 9 Users. Use the Security Components panel in the center to select the objects to which permissions will be granted for the selected users and groups. The selected objects could be individual or multiple Databases, Archives, Searches, or Searchesor Inboxes. Use the Object Permissions panel, on the right, to set the permissions on the objects selected from the Security Components panel for the users and groups selected in the Users & Groups panel. The panels are context-sensitive, varying as selections are made from panels to the left of the panelthe other panels. Finally, use the Confirm Changes button to apply your settings for the select user or users.
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If you are not familiar with the User & Group Administration interface you can take a guided tour. The first time the GlobalSearch User & Group Administration screen is accessed, a tour of the interface automatically launches.
- To assess access the User & Group Administration interface,fromthe GlobalSearch toolbar, select Administration, and then do one of the following:
- Select Users Management.
- In the vertical Administration menu, select Users & Security and click Go.
- To launch a guided tour of the features, do one of the following:
- Launch User & Group Administration in GlobalSearch for the first time and the tour automatically begins.
- Click the Information ( I I) icon, which appears on the GlobalSearch toolbar when in User & Group Administration.
- Click Next at each screen to continue the tour or click Skip to to skip it.
User & Group Administration Help
Each pane in the User & Group Administration screen includes helpful information about that panel. Click the Help ( ? ) icon for the selected panel.
Manage Users and Groups
Manage Secured Users and Groups
The Secured Users and Groups panel displays a list of all Windows Active Directory users and groups and all Square 9 Users who have been granted access to one or more databases. The icon to the left indicates either a User (
) or a Group of users (
). The icon to the right indicates either a Windows user (
) or a Square 9 User ().
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Limit the length of the groups you wish to secure in GlobalSearch to 50 characters. While Active Directory supports longer group names, GlobalSearch supports group names of 50 characters or less, due to the SQL column length. |
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Manage Unsecured Users and Groups
Unsecured Users and Groups displays a list of all Windows users and groups and all Square 9 Users that are available to grant access to one or more databases.
- To return a secured user or group permissions to unsecured, in the Administration menu, select User Management.
- Select one or more user or group from the list in the Secured Users and Groups group.
- Disable all permissions.
- In the Confirm Changes panel, click Apply Security.
- To add new users or groups to the list, add the user or users to the Windows authentication pool or create Square 9 Users.
Manage Square 9 User Administration
In addition to Windows Active Directory users and groups, in the GlobalSearch web client you can create users which are local to the application, requiring no Windows credentials or Windows authentication. This allows you to grant external users with no server or Active Directory account, such as vendors or customers, access to the web and/or desktop client.
Active Directory Users versus Square 9 Users
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Active Directory User or Group
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Square 9 User
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Created and deleted in Windows
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Created and deleted in GlobalSearch web client
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Can create users and create groups or users
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Can only create users
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Can change email and password in Windows
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Can change email and password in the web client
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Can set database access in the desktop or web client
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Set database access in the web client
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Can set database security in the desktop or web client
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Can set database security in the desktop or web client
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Can set Inbox security in the desktop or web client
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Can set Inbox security in the desktop or web client
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Can set Archive security in the desktop or web client
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Can set Archive security in the desktop or web client
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Can set Search security in the desktop or web client
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Can set Search security in the desktop or web client
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- To create a Square 9 User, in the Users & Groups panel, in the Square 9 User Administration section, click the Add (plus sign) button.
- Enter a username.
- Enter a password and then confirm the password.
- The Square 9 User password must be six to 18 characters in length. There is no forced complexity, but it is always recommended. Square 9 Users can change their own password via the User Settings.
- For security control, Square 9 User usernames cannot be changes once created.
- Click Save.
Modify Square 9 Users
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- Add an email address to a Square 9 User in order for them to utilize the GlobalAction Allow Delegation feature. Refer to the GlobalAction Guide [MN13] for details on setting email notifications in GlobalAction.
- Click Save.
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Delete Square 9 Users in the Web Client
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CAUTION: Deleting a Square 9 User removes the user permanently.
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Security Components
Use the Security Components panel to set permissions for GlobalSearch components. You can select a single component. When it is selected, it turns grey and a checkmark appears to indicate selection.
To use GlobalSearch, users must have database access permissions to at least one database. Users must also be assigned as a secured user or as a member of at least one secured group. Any user or group with security to any database displays in the Secured Users & Groups list.
Permissions Status Indicators
Permissions for a user may be set by individual or group member. At times the permissions settings may conflict, such as for two or more individual who are part of a group. The User & Group Administration interface indicates the level of permissions set for the user on particular components:
- Check Mark – Indicates that all selected users/group have the same permission set on all selected components.
- Blank – Indicates that all selected users or groups have no permission on any selected components.
- Dash – Indicates that selected users or groups have permission settings in conflict, where it impossible to indicate a consistent state. If you click Apply Security for a permission which is an inconsistent state, permission will be removed. Resolve the conflicted settings and then apply security changes again. Reasons for this include:
- A selected user has different permissions on multiple selected components.
- Multiple selected users have different permissions on a selected component.
- Multiple selected users have different permissions on multiple selected components.
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Set security by user or by group, but by group is strongly recommend. This makes security maintenance easier. For example, if you set permissions for Bette Smith based on her job as AP Division Manager, what happens when she gets promoted to Vice President? If you had created a group called “AP Division Manager” you could start with one group member (Bette) and when she goes to a different position, just replace Bette with Juan as the group member, without having to reconfigure all of the security settings. |
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