Learning about Estimating security
There are two aspects to security in Sage Estimating: feature security and estimate security.
About feature security
You assign feature security when you add a Sage Estimating user.
Feature security determines who can:
- Change estimate security
- Create estimates
- Edit a shared catalog
- Edit a standard database
- Manage custom reports
- Manage shared layouts
- Run the Management Console
- View databases and allow takeoff
To manage feature security, you need to define user roles that represent the types of users that will be working with Estimating. To each role, you assign permissions according to the functions and tasks users with that role needs to perform. Then, when you add users, you assign these roles to them, depending on the permissions they need.
Important! Only a Sage Estimating administrator can set up and manage users, roles, and permissions.
About estimate security
With estimate security turned on, you control who has access to estimates and what kind of access they have.
You assign estimate security on the Estimates tab in the Security window. Options on the Estimates tab can help you manage access to estimates efficiently. You can allow all users to view or edit all estimates; allow existing users to view or edit new estimates by default; or ensure that View and Edit permissions are assigned on an estimate-by-estimate basis.
To control estimate access, select from the following options on the Estimates tab:
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Allow all users to view all estimates. This option allows any user, regardless of their role, to view any estimate.
Note: You cannot turn off this option for individual estimates.
If you do not select this option, you can select the Default allow existing users to view new estimates option. This option gives viewing permission automatically to all existing users when you create a new estimate, but you can remove viewing permission for individual users on specific estimates. You will need to give viewing rights manually to new users, later, if they need it.
If you do not select either option, you need to assign permissions to specific non-administrator users for each estimate. (Administrators automatically have View and Edit permissions for all estimates.)
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Allow all users to edit all estimates. This option allows any user, regardless of their role, to edit any estimate. Selecting this option automatically confers permission to view all estimates.
Note: You cannot turn off this option for individual estimates.
If you do not select this option, you can select the Default allow existing users to view new estimates option. This option gives editing permission automatically to all existing users when you create a new estimate, but you can remove editing permission for individual users on specific estimates. With this option selected, you need to give editing rights to estimates manually to new users who need it.
If you do not select either option, you need to assign View and Edit access manually to specific users for each estimate.
Important! Only administrators and users who have Change estimate security permission can modify estimate security.
General steps for setting up security
You set up security for Sage Estimating using the Security window in the Estimating Management Console. Typically, you follow these general steps:
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Turn on security for Sage Estimating if it is not already turned on.
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In the Add Roles window, available from the Roles tab, add a role for each type of user that will be working with Sage Estimating. Use the Features grid in the Add Roles window to select the permissions that each role requires.
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In the Add User window, available from the Users tab, add users, assigning a role and an authentication type to each user. (You can assign different and additional roles on the Users tab, later.)