EventPro Software User Manual

•The most common three options for any given permission will be: None, Deny, or Allow.

•So, for example, for permissions such as "Create Events", "Modify Companies", "Access My Account" (online), or "Create Opportunities", you would select None, Deny, or Allow.

•IMPORTANT!  In this context "None" does not mean "You have no rights. None".

o"None" actually means that the permission hasn't been set one way or another (neither Allow nor Deny), so it falls to the default, which is to allow the action.

•When you set permissions, the main thing you need to do is "Deny" anything the Users won't be allowed to do, and leave the rest as "None".

•The "Allow" setting is more of a special override status that only needs to be selected if a User is assigned multiple Roles with conflicting permissions. If a user is assigned two Roles, one with a permission set to "Deny" and the other with that same permission set to "Allow", the Allow will override the Deny.  

•In other words:

o“None” means that this Role assigns no setting to the specified action, which by default gives the right to do the specified action.

o“Deny” means that the right to do that action is removed by this Role.

o“Allow” overrides any “Deny” assigned in a different applied Role.

•Let's look at an example to clarify this:

oFirst, let's say you created a security role called Finance Role for the three Users in your finance department: Ann, Bob, and Carl.

oThe three Users will be allowed to access, modify, create, recreate, modify, and void invoices, but not export invoices.

oSo, you would leave the first six permissions as "None", and set "Export Invoices" to "Deny".

IMPORTANT: You do not want to set those first six permissions to "Allow". That will slow down your system, as the program will have to go through and check each "Allow" setting, rather than just skimming over the default "None".

•Now, let's change the example to look at how you would use "Allow" to override "Deny":

oLet's say that the three Finance Users from the above example are not all the same: Bob and Carl are regular staff Users, but Ann is the management User.

oAnn, the management User, will have all of the same permissions as staff, except she is the only User allowed to Export Invoices. You will need to create a new Role for Ann, but you will not have to adjust every single permission in that Role. You only need to set the permissions that are different from the basic Finance Role.

oSo in the Role created for Ann - we'll call it Finance Manager Role - you need to set "Export Invoices" to "Allow".  

oNow, when you assign both security roles to Ann, the "Allow - Export Invoices" setting of the Finance Manager Role will override the "Deny - Export Invoices" setting of the Finance Role, and Ann will be able to export invoices.  In other words, the Finance Manager Role acts as a mask over the Finance Role, allowing permissions that were denied in the lower role.

•One last quick summary:

oDeny overrides None.  

oAllow overrides Deny.  

oDon't use Allow if you can use None.

•The two other common options when setting Permissions are "Allow Assigned Only" and "Allow All".

•These are typically available when the action in question is related to a record that can be assigned to a User, such as Events, Opportunities, Leads, Attendees, and Exhibitors.

•Let's look at an example: the permission "Modify Events".

oEvents are each assigned to an Event Manager, i.e. a particular User.  

oThe "Modify Events" permission has four options: None, Deny, Allow All, and Allowed Assigned Only.

oIf you choose Allow Assigned Only for this Security Role, Users in this Security Role would only be able to Modify Events to which they have been assigned as Event Manager.

oIf you want a User in this Security Role to be able to modify all Events (even those not assigned to them), you would leave it set to "None"...unless, of course, you need to override a "Deny" from another Security Role set on the User, in which case you would set it to "Allow All" (much like the use of Allow, described in None, Deny, Allow above).

•Watch for the "Allow Assigned Only" permission setting in the following areas:

oLeads: Read, Modify and Delete

oOpportunities: Read, Modify and Delete

oEvents: Read, Modify and Delete

oAttendees: Read, Modify and Delete

oExhibitors: Read, Modify and Delete

•For some of the security permissions, you need to do more than just select None, Deny, All or some other option from a drop-down.

•When the permissions are related to elements that are defined by the end user - such as statuses, venues, locations, and so on - you need to first create the Security Permission Object, then set Permissions on the object.  

•When you first open the Permissions tab for a user-defined element, the selection grid will be blank. EventPro can't populate these fields in advance, since it couldn't predict what you (the End User) will enter for these elements.

•The basic process for setting permissions on user-defined objects is as follows:

oUnder the applicable Permissions tab, start a new Security Permission Object record.

oIn the edit form, select the relevant object from your database.

oSet Permissions for various actions (Set, View, Edit, Read, Write, Delete, etc.) related to that object.

•For example, we will look at defining Event Status Permissions.  These appear under the Basic Permissions > Events > Event Status Permissions tab.

NOTE: Before defining these permissions, take note that if you do not set any permissions for Event Statuses, the default is to allow full access.

In other words, if you want Users in this role to be able to set/read/write/delete events of ALL Event Statuses, you wouldn't have to define permissions for any of the Event Statuses...UNLESS, the Users will be assigned another Security Role that denies access, and which you want to override.  You can review the interaction of Deny/Allow in conflicting Roles in None, Deny, Allow above.

1.Under Basic Permissions > Events > Event Status Permissions, you will see that the selection grid is blank at first.  Event Statuses are something you define in EventPro Setup after purchasing and installing the software.

2.Click the New icon to start a new security permission object, which in this case is a new Security Event Status.

3.The Security Event Status edit form appears.

4.Select the Status from the drop-down list. This drop-down list is populated by the event statuses that you defined under EventPro Setup > Events > Event Statuses.

5.For each of the actions related to the selected Status - Set, Read, Write and Delete - select either None, Deny or Allow.  (Remember that None, Deny and Allow have specific meanings in this context. Review None, Deny, Allow above, if required.)

We will look at what Set, Read, Write and Delete mean for Event Statuses.

a.Set:  If you deny Set access to an Event Status, the User cannot set Events to the selected Event Status.

b.Read: If you deny Read access to an Event Status, the User cannot see or view Events with one or more Booked Locations of the selected Event Status in the Event List, Event Calendar, or Event Screen.

If an Event has multiple Booked Locations, some of Read-Denied Statuses and some of Read-Permitted Statuses, the User will be able to see the Read-Permitted Booked Locations in the Venue Calendar, but will not be able to open/view the Event in the Event Screen.

c.Write:  If you deny Write access to an Event Status, the User cannot edit Events of the selected Event Status.

d.Delete:  If you deny Delete access to an Event Status, the User cannot delete Events of the selected Event Status.

The Delete permission requires some special consideration, because you can only delete Event Locations set to a Cancelled type status.  So, for example, denying the ability to Delete a Confirmed Event is meaningless, as you couldn't delete a Confirmed Event anyway; EventPro would prompt you to set the Event to a Cancelled status in order to delete it.

Therefore, you will want to focus on any "Cancelled" Event Statuses when determining whether the User can delete Events of a certain Status. Note that you can have multiple Statuses of the type "Cancelled", although you may only have one.  You can check your Setup Event Statuses under EventPro Setup > Events > Event Statuses.

6.When finished, click Save and Close to return to the Security Role Permissions edit form.

7.The Security Event Status will now appear in the Event Status Permissions grid.

8.Repeat the process to define permissions for any other Event Statuses you require for this Security Role.

NOTE: You can also set Permissions on Event Statuses in Venue Locations, i.e. controlling a User's access to Events of a certain Status in a certain Location. See Venue Permissions.  If you intend to set both Event Status Permissions and Venue Location Event Status Permissions, just remember to consider any intersecting permissions.