Lesson 51-- Passwords & Security
The Goldenseal small business software includes a password protection system to control access from each person who uses your company file. You can create a different level of access for each employee.
This lesson shows you how to create and use passwords, and how to use the Audit Trail and other security features.
To create a new password for someone who uses Goldenseal only to enter payroll data, follow these steps:
HINT: If you hold down the Shift key when you move a control, all the other controls in the same column will move to the same place.
Four levels of access are available for data entry in each basic part of Goldenseal:
Three levels of access are available for reports:
Four levels of access are available for passwords:
The audit trail can bet set to No Access, View Access, or Full Access.
NOTE: Even with full access, you can only change comments in the audit trail-- all other fields are permanently locked.
There is always one master password which allows access to everything in the program. You cannot delete the master password.
To assign a new password to the master password, follow these steps:
WARNING: Don't forget the master password! If you lose all full access passwords, you may permanently lose access to your data.
Use time lockout to restrict access to records that are older than a certain date. A user with a password that has a lockout will not be able to change records that are older than the lockout date.
NOTE: Time lockout applies only to users that have write access. If a user has full access to a level, they'll be able to change records no matter how old they are (either the records or the user).
When you first start with Goldenseal, it does not require passwords. Anyone can do anything, anywhere in the program. If you don't create any passwords, that is how the program will remain.
HINT: If only one person uses the program, or if all users are trusted, you can probably avoid using passwords. However you might still want to use a password as protection from snoopy outsiders.
Once you have created new passwords, Goldenseal will ask you for a password each time you open the company file.
Choose the password level that applies to you, and enter the password.
HINT: Goldenseal passwords are not case-sensitive. If your password is 'Gargoyle', then you can type gargoyle or gArgOYLE.
If you enter your password incorrectly, you'll be allowed a few more tries to enter it correctly.
Some menu commands are not available to those whose password access is not high enough. When you open an account or transaction window, Goldenseal checks your password, and give you the type of access from the Password list.
If you are using passwords, Goldenseal displays your current level of access on the left side of the browser window.
To be practical, passwords need to be simple enough so you can remember them without writing them down. They also need to be complex enough that someone else can't deduce them.
We suggest a nonsense phrase of items that only you know about (you have 23 characters to play with). For example, "garg19oyle flam87ingo", which is Turtle Creek's founding year, favorite roof ornament and favorite bird.
If you want to stop using a password, follow these steps:
If you remove all but the master password, Goldenseal will stop asking for a password when you open the company file.
The audit trail lets you see exactly what has been entered and changed in the company file, and by whom. It is a record of everything important that has happened within the company file.
To set up the Audit Trail, follow these steps:
HINT: The audit trail increases file size, and slows down the saving of records slightly. If you don't need it, turn off all the checkboxes for audit trail actions.
To view the audit trail, follow these steps:
HINT: To see the actual transaction record shown in an audit trail record, choose Detail Transaction from the View menu.
You can use the Find command to locate specific types of records in the Audit Trail window. For example, to find all transactions changed by a specific employee, follow these steps:
Use the audit trail if you suspect dishonesty, if you want to find out the person responsible for an error, or if you just want to see who has entered what when.
HINT: To get full use of the audit trail, assign each employee a different password, and keep them secure so one user can't sign on with another's password.
On rare occasion, that data in your company file may become damaged due to hardware, system or software errors. Use the Verify File command to check the integrity of your company file. To verify, follow these steps:
To repair any file damage, follow these steps:
To compress your company file so it takes up less space, follow these steps:
HINT: Goldenseal is very efficient at managing empty space in the file, so you probably will see only a small reduction in file size.
To see the raw contents of your company file, follow these steps:
To see the records that are currently 'cached' in RAM, choose Security from the View menu, and choose Cache Report from the submenu. You can also choose Clear Memory Cache to remove items from the cache. The only items that should remain are records that are currently visible in a browser window, and possibly a few support objects.
To see the records in your company file in the order they are stored on disk, choose Security from the View menu, and choose File Order Report from the submenu.
In this lesson you have learned how to create passwords, check the audit trail, and use other security features in the Goldenseal estimating software and accounting software.
Did you know that over 35% of computer users use the name of their pet as a password? Another 12% use the word "gargoyle", and 9% use the word "flamingo". Then again, 7% of computer users have a pet flamingo named Gargoyle, and another 14% have a pet gargoyle named Flamingo. So perhaps the results are not so surprising.
Did you know that over 23% of computer software manuals include fake statistics? Here at Turtle Creek, well over 142% of us are shocked, positively shocked, by such statistics.