Setting up roles and permissions in the Security window

1. In the Security window, right-click the estimate database in the left-hand pane .

2. Select Turn security on to turn on the security feature for the instance, or select Turn security off to turn it off.

Note: Only one option appears, depending on whether security is already enabled or disabled.

The Estimating Management Console preserves your security setup. Any roles and permissions you define prior to disabling the security feature are restored if you turn it back on. 

For example, if you add APerez to the Users list and assign this person to the Estimators role before disabling security, the person is restored to the Estimators role if you turn on security again.

1. In the Security window, click the Users tab.

2. On the Users tab, click [Add] to open the Add User window.

3. To set up users with Windows authentication, on the Windows Authentication tab of the Add User window:

   1. (Optional) Select a role to associate with the user. You can assign the role later using the Users tab.

   2. If you know the user or group ID you want to add, type it in the User or Group ID box, and then click the [Verify user or group] button.

      If you don't know the ID, click the[ Select user or group] button , and then:

      1. In the Select User or Group window, click the [Advanced] button, and then click [Find Now] to generate a list of all the user IDs and group IDs on the network to which the Estimating Management Console is connected.

      2. Select a network user ID or group ID from the resulting list, and then click [OK].

         The program adds the ID to the Enter the object name to select box.

      3. Click [OK] again.

   3. Click the Verify user or group button.

      Estimating Management Console adds the user to the Users to Add grid on the tab. If you entered or selected a group ID, Estimating Management Console adds all the users in the group, as well as users from any subgroups within that group.

   4. In the Users to Add grid, select the checkbox beside each user you want to add.

      Tip: A checkbox in the header of the Users to Add grid indicates whether any users are selected. You can select or clear all the user selections quickly just by selecting or clearing this checkbox.

4. To set up users with SQL Server authentication, select the SQL Server Authentication tab and then:

   1. From the Role list, select the role to assign to the user.

   2. In the User ID box, type the name or ID of the user.

      Important! You need to create new users when setting them up with SQL authentication. Existing SQL users are not available for selection in the Add User window.

   3. In the Password box, enter the user's new SQL password.

   4. In the Confirm password box, enter the same password again.

   5. Select local security options that you want to enforce for the user:

      • Select Enforce password policy to make sure that the user's password meets criteria specified in Microsoft Windows Security Policy.

      • Select Enforce password expiration to make sure that the user changes their password after a period of time specified in Microsoft Windows Security Policy.

      • If you select User must change password at next login, the next time the user tries to log on, they are prompted to change their password.

5. Click [OK] in the Add User window.

   The user or users associated with the selected user or group ID appear in the Users grid of the Users tab.

1. In the Security window, click the Users tab.

2. Select a user on the Users grid.

3. Click a role in the Roles list to assign the selected user to it.

   The Features list displays the corresponding tasks to which the role has permissions (and users assigned to the role).

Important! At least one user must be assigned to the administrator role at all times. Attempts to remove the last user from the role result in an error message.

1. In the Security window, click the Roles tab.

2. Click [Add Role] to open the Add Role window.

3. In the Add Role window, type a name for the new role in the Name box and an extended description in the Description box.

   Use the extended description to provide helpful identification information later, such as the purpose of the role.

4. Select the checkbox next to one or more tasks in the Features list to provide users assigned to the role with access to the tasks.

   Clear the checkbox next to a task to prevent users with the role from accessing it.

Important! At least one user must be assigned to the administrator role at all times. Attempts to remove the last user from the role result in an error message.

If you have the appropriate permissions, you can assign user permissions on an individual estimate basis. For example, you can grant a user permissions to view or edit estimate A, but not estimate B. Follow this procedure to assign individual estimate permissions:

1. In the Security window, click the Estimates tab.
2. Clear the Allow all users to view and edit all estimates option if it is selected,
3. In the Estimates pane, locate the estimate to which you want to assign permissions.
4. In the users grid below the Estimates pane, locate an user to whom you want to grant specific permissions and select the checkbox or checkboxes as desired:
   • View. Allows the user to view the estimate but not save changes.
   • Edit. Allows the user to view, edit, and delete the estimate.

If you do not assign permissions for individual estimates, other users will not be able to view or edit an estimate unless they create it or they have administrative privileges assigned through the Estimating Management Console.

You can override individual estimate security assignments for all users, allowing all users to view and edit estimates according to their roles, without having to assign View and Edit permissions individually to each user for each estimate.

1. In the Security window, click the Estimates tab.
2. In the Estimates pane, select the Allow all users to view and edit all estimates checkbox.