Shelby provides security, which allows you to control which areas of the program, and the type of access, each user has. You may assignNo Rights,Full Update Rights, or onlyInquiry Rightsto any area listed. Security must be added for each user before they can access the Shelby v5 programs.
The following dialog box displays when accessing Shelby v5.
1. Type theLogon Name"Supervisor" to add or change security information. 2. Type the supervisorPasswordto access theUser Security Set Upscreen.
You may change theSupervisor Passwordonce you access theUser Security Set Upscreen. You may do this by updating theSystem Supervisor record. There are other properties that you can assign by filling in theUser Securityscreen. Check with your system administrator to obtain theSupervisor Passwordshipped with your New Customer Packet.
3. ClickOK.
4. You are now on theUser Security Set Upscreen displaying the user Full Name, Login Name, Active status, Last Login date and time, and Logged In Now status.
As systems supervisor you may wish toLock All User Loginsat times. This will keep users from re- entering Shelby while maintenance is being performed (e.g., installing Shelby program updates). When this option is checked on theUser Security Set Upscreen, users who try to log in will receive a warning message that the system has been locked. A prompt to log in as Administrator or to Cancel is provided.
TheExport Security Auditbutton will export all security detail to an Excel spreadsheet for you. TheRefresh Users Logged Inbutton will refresh the current users screen.
5. ClickNewto add a user.
6. Type theLogin Nameof your choice (e.g., John_D). Normally, use the same login name as used on the network; however, this may be different.
Every user should have their own login name.
7. (Optional) Type thePasswordfor this user (e.g., Abc123). 8. Type theFull Name(e.g., John Doe).
9. Click theActivecheck box if this is an active user.
Un-mark the Active check box to prevent the login name to be used (e.g., when someone is on a leave of absence.).
10. You maySpecify security equal instead of security detailif desired. A list of users displays allowing you to choose who to set the security equal to.
This should only be used if all access rights are the same as the user specified. 11. Click the module desired (e.g., General Ledger).
12. A scrolling list of descriptions display allowing you to specifyNo Rights,Update, orInquiryrights to different areas of the program.
Clicking in a column next to the major category (e.g., clicking the Update column next to General Ledger) gives update rights to all descriptions. Clicking theUpdatecolumn next toReports)gives update rights to the descriptions indented under Reports. Clicking theAssign Full Rightsapplies to all modules.
Tips:You may give a sub-item a higher level of security than the major security topic if desired. The adjustments to the upper levels of security will be made for you automatically on all modules except GlobaFILE. You will need to make these adjustments manually in GlobaFILE. For example, if you bring up the Appointments module for an individual and assign "No Rights" and then assign "Update" rights to "Purge GlobaFILE", update rights will automatically be assigned to "Utility" and the "Appointments" module.
13. To copy security rights from another user, click theGet Rightsbutton. A list of users displays allowing you to choose which user to copy from.
14. Highlight the user and clickAssign Rights.
Once the security rights are copied, you may make modifications if needed. 15. ClickOKwhen done.
16. ClickCompletedwhen done.
To make changes to a user's security, highlight the user and click theUpdatebutton. To delete a user, highlight the user and click theDeletebutton.
SQL User Configuration
1. ChooseSQL Server Userfrom the drop down list to change the password. saallows full access to the Shelby data. The others give read only rights to the Shelby data when accessed from any application other than Shelby. They are also required in Access or ShelbyQUERY when using pivot tables.
SA System Administrator
ShelbyRead Read access to all applications except Contributions, Gifts, and Payroll
ShelbyCN Read access to all applications plus Contributions
ShelbyGF Read access to all applications plus Gifts
ShelbyPR Read access to all applications plus Payroll
SA Shelby Systems - 2007
ShelbyRead SsI-01-Rd-#####
ShelbyCN SsI-01-Cn-#####
ShelbyGF SsI-01-Gf-#####
ShelbyPR SsI-01-Pr-#####
2. Type theNew Password.
3. Type theConfirm New Password. 4. Click theUpdatebutton when done.
Workstation Admin Install
This feature allows users without administrative privileges to register new system files on their local
machines. This prevents the system administrator from having to log in to each workstation after installing a new update or patch from Shelby.
1. Type theLogin(e.g., domainname\userlogin). 2. Type thePasswordfor the entered Login.
TheLoginandPasswordshould relate to an account with Local Administrator privileges to the computers on the network (including Terminal Services Server).
3. Click theSave Loginbutton (the login and password are encrypted for additional security).
It is common for passwords to change periodically because of security concerns. If this occurs, you will need to change the Workstation Admin Install password as well.
System Configuration Options
1. Click theCheck box toMask User Passwords(substitutes asterisks for characters). 2. Click theCheck box toPrevent Users from changing passwords?
3. Click theCheck box toPrevent Users from using "User Messages"?(on the Shelby Menu). 4. Click theCheck box toUse Windows Login?(for windows authentication).
5. Click theCheck box toPrevent Users from entering blank passwords?
If this option is checked, anyone who does not have a password at login time will be prompted to enter one before accessing the programs. The individual will be allowed to enter a new password in this case even if theDo not allow user to change passwordsoption is checked.
5. Click theCheck box toLock View from User Changes?(won't allow users to view just their own changes).
6. Choose theUser View to Usefrom the drop down list (all users will see this view). 7. Click theCheck box toPrevent Backup expired warning message?
Options are now available which allow you to accessUser Securitywhile logged into Shelby v.5 under your own login. The following security levels have been added:
* SLR- Supervisor Login Rights - gives access to User Security Set Up through a button on the bottom of the Shelby Menu. You must click the Shelby Menu link on the Dashboard to see the User Security Button. * Supervisor User Information- allows you with SLR rights to access the Supervisor options by updating the supervisor user.
* Lock Out All Users
* Log File- allows or prevents access to the Log File button in User Security Set Up: Enable Log, View Log, Clear Log.
* SLR- User change own rights - allows or prevents you from changing your own security rights.
Using ShelbyAddIn
Shelby Systems has created a custom control that can be added to your Microsoft Outlook, Word and
MapPoint. This Add-In connects directly to your Shelby database allowing you to select individuals to be used in these Microsoft products. For example, in Outlook you can make a selection via the ShelbyAddIn and add the individuals to a contact list (address book) or simply send an e-mail to the group selected. In Word, the ShelbyAddIn can be used to create a custom mail merge. ShelbyAddIn also allows you to add pushpins for those selected into Microsoft MapPoint. Then you can view your members on a map, create drive routes and more. Just follow the instructions below.
Minimum Requirements:ShelbyAddIn requires Microsoft Office 2003 or higher.
This section covers:
l Add Shelby Contacts Button (Office 2003) l Add Shelby Contacts Button (Office 2007) l Import Shelby Contacts Into Microsoft Outlook l Import Shelby Contacts Into Microsoft Word l Import Shelby Contacts Into Microsoft MapPoint
Add Shelby Contacts Button to Microsoft Outlook (Office 2003):
1. From the Microsoft Outlook home screen, clickToolsfrom the toolbar. 2. ClickOptionsfrom the drop down menu.
3. Click theOthertab.
4. From the Other tab, click theAdvanced Options…button.
5. From the Advanced Options dialog box, click theCOM Add-Ins…button. 6. From the COM Add-Ins box, click theAdd…button.
7. From the Add Add-In dialog box, selectShelbyAddIn.dll(from the Windows System 32 folder), and then clickOK.
8. Make sure that the Shelby Contacts AddIn displays in the COM Add-Ins dialog box, and then clickOK. 9. Notice that theShelby Contactsbutton has been added to the Outlook tool bar.
Add Shelby Contacts Button to Microsoft Outlook (Office 2007):
1. From the Microsoft Outlook home screen, clickToolsfrom the toolbar. 2. ClickTrust Center…from the drop down menu.
3. Click theAdd-Insbutton on the left hand portion of the Trust Center dialog box. 4. SelectCOM Add-Insfrom the Manage: drop down list.
5. Click theGo…button.
6. From the COM Add-Ins dialog box, click theAdd…button.
7. From the Add Add-In dialog box, selectShelbyAddIn.dll(from the Windows System 32 folder), and then clickOK.
8. Make sure that the Shelby Contacts AddIn displays in the COM Add-Ins dialog box, and then clickOK. 9. Notice that theShelbyContactsbutton has been added to the Outlook tool bar.
Importing Shelby Contacts Into Microsoft Outlook
1. Before you import Shelby records into Outlook, you will need to create a Contacts folder to hold the names and e-mail addresses.
2. From the Folder List (in Outlook), right click on theContactsfolder. 3. A pop-up window will display.
4. Click theNew Folder…option.
5. Type the name for your new contact folder, and then clickOK.
6. You will notice that the new folder displays on the Folder List under Contacts. 7. Click theShelby Contactsbutton from the Microsoft Outlook tool bar. 8. Log into the Shelby database with your usualIDandPasswordif prompted. 9. The Import dialog box displays.
10. Click the Filter icon to filter the selection byProfile,Organization,Selectionor Remove Filter.
11. If you choose toFilter By Profile, you will be prompted to mark the profile codes by which you wish to select individuals.
13. The records that contain the profile code(s) you chose will display in the grid and have been selected (see the mark in the bottom left corner).
14. You can further filter your selection by clicking in theSearch Contactsfield and typing characters or numbers, and then click on the search icon.
15. The names that meet the criteria display in the grid below (notice that the program is searching for the characters entered in any part of the record – not just the name field).
16. Notice that you can also limit the records that display on the grid by clicking on the buttons on the right hand side of the screen.
17. Right-click inside any of the records and a pop-up window will display. 18. ClickSelect Allto put a check mark on all of the visible records.
19. ClickClear Selectedto remove the check mark from all visible records. 20. ClickSend E-mailto add the email addresses selected in an outgoing e-mail.
21. ClickAdd to Contactsto add the names selected to the current folder that is highlighted in Microsoft Outlook.
Importing Shelby Contacts Into Microsoft Word
1. Once you have added the Shelby Contacts button to Microsoft Outlook, you will notice that it is automatically added to Microsoft Word.
2. Start the Word program, and then click theAdd-Instab. 3. Click theShelby Contactsbutton.
4. The Import dialog box displays.
5. It works in the same way as it does in Outlook (see instructions above). 6. Right-click inside any of the records and a pop-up window will display.
7. Click theMail Mergeoption to merge the document with the names selected.
Importing Shelby Contacts Into Microsoft MapPoint
1. Once you have added the Shelby Contacts button to Microsoft Outlook, you will notice that it is automatically added to Microsoft MapPoint.
2. Start the Microsoft MapPoint Program. 3. ClickToolsfrom the tool bar.
4. ClickShelby Contactsfrom the drop down list. 5. The Import dialog box displays.
6. It works in the same way as it does in Outlook (see instructions above). 7. Right-click inside any of the records and a pop-up window will display.
8. Click theAdd Pushpin option to merge the mapping program with the names selected.
9. After creating push-pins for your members, you can then use MapPoint’s more advanced features.