An introduction to Securities in CommunityWFM including activating the securities functions, adding permissions for a person or group of people, and rescinding permission. 

For more information about securities in CommunityWFM and how to use them, view our CommunityWFM College Webinar Setting up and managing securities presented April 20, 2023.

About securities

Securities allow granting access to specific assets within Community while restricting access for all others.

Notes:

• When granting permission to a person or group to access an entity or asset, this immediately removes the access for all other people/groups.
• Make sure to include yourself in any security setting or you will lose access to make changes.

Securities are resource intensive. When there is a security in place, at start-up the system will check every section of every asset to determine whether there are permissions in place for that asset. If there are multiple securities in place, there may be delays in response times for the system.

How do securities work?

Security in Community is a system used to restrict access to certain assets (Activities, Event Types, Data Sources, etc.) to specific people or groups of people.

There are 11 assets in Community Enterprise version 5.0 to which securities can be applied. You can review the current securities by navigating to Settings > Application settings > Administrative settings > Security. To view the specific settings for an asset, click the link within the box. The description in the box shows the number of assets with securities currently applied for that category.

How do I activate securities?

The Security function is not activated by default. To activate, you must create a Security against ONE of these assets.

To create a Security against an asset:

1. Navigate to the asset that you wish to place a Security against:
   Settings > Application settings > Event type settings > Event types.
2. Select the event.
3. In the Extras section: Click Set up security for this event type in the red Security box.
4. In the pop-up window, review your user information and the asset for which you are configuring a security. If correct, click Continue.

Configuring security permissions

This window includes 3 options:

Add people or groups.

View current users who have access.

Remove all current security settings.

To add a person or group, follow the on-screen wizard to grant access.

Securities can be granted to individuals, pre-defined groups, or specific user roles (Administrators, Schedulers, Supervisors, or Agents [depending on the asset]).

Note: Securities cannot be placed against Superusers. Superusers (typically the Community Support team) retain the rights to remove improperly configured security settings.

You can grant permissions to another person or group of people from the same window but until you do so, only the person or group originally granted access will be able to see/use the asset.

Custom user groups

To create securities for a group, that group must be configured to allow securities (be considered a secure group). Navigate to Settings > Application settings > People settings > Custom user groups and click on the group name. Go to the basic properties and check the box This group can use used to secure system assets.

After saving, the group will have a red key icon and will be available when selecting groups for securities.

How do I remove securities?

To remove or change the security settings for an entity or asset, you must have permission to access that entity/asset. If improperly configured security settings will not allow access, contact the support team to have a Superuser log in and change the settings.

Changing security settings

Navigate to the asset that you wish to change Security settings for.

In the new window, review your user information and the asset name. The top of the screen will list the people or groups with access permission.

To remove permission for people or groups, select Remove permissions.

To reset the security for the asset, select the purple box with the globe icon.

Click OK to confirm that you wish to remove all security settings.

Help! I need to start over

The nuclear option

1. Navigate to Settings > Application settings > Administrative settings > Security.
2. At the bottom of the window, select the link Reset security to factory settings.
3. In the pop-up message, click OK to confirm that you want to reset all securities.

To reset only some securities, contact your support desk for assistance.