Ordinarily QuickFill is a wide-open system. This means that anyone who has access to the computer can run QuickFill, enter transactions, and change the definitions. If you want to limit the access to the system then you can define user names and passwords for each of the people who are going to use QuickFill. You can also limit the functions that each person can perform. Should you decide to set up user names and passwords, QuickFill records the user name in the subscription history for each transaction processed. You can run the 'Transaction counts' report by user name to get a breakdown of transactions processed by each user.
To set up a security system you should first decide who is going to be the "system manager" and who is going to be his or her backup. Then limit the ability to define user names and passwords to these two people.
Note: If you enter credit card numbers into QuickFill then to protect your business against the theft of those card numbers it is essential that you create user names and password, even if there is only one user. Without any passwords, a thief who has stolen a computer with your QuickFill database files will be able to use a downloaded trial copy of QuickFill to get access to the card numbers and names of your subscribers.
Defining users
When you select 'Users' under 'Definitions' on the main menu you'll see a screen that has fields for a user name, a password (which you must enter twice), and a list of functions with a box to the right of each function.
The first user you define should be the system manager (yourself, presumably), so all of the functions contain a check mark in the box next to them. Enter your name and a password of your own choosing, then click on "OK."
Once you've defined the first user QuickFill displays a list of the defined users. You can now use the "Change," "New," "Delete," or "Replicate" buttons at the bottom of the screen. To define a new user, click on "New." When you define users after the first one, QuickFill initially withholds permission to all functions (the box to the right of each function will be blank). You must explicitly give permission for the functions by checking the box next to each function to which you would like the user to have access. To remove a function from a user, simply click once in the box so that the check mark disappears, then click on "OK."
If the functions to which you want to give a user permission are similar to those you've already given to another user, you can replicate the existing user by moving the cursor to that user and clicking on "Replicate."
Note: If you would like a user to have access to 'Lookup' only, define that user so that his or her user definition does not have check marks next to any of the functions listed on this screen. When the user enters QuickFill, he or she will only have access to 'Lookup', 'Customer data', the 'Subscription summary' report, 'Check database', and About QuickFill'.
Enter the name of the user (you can enter up to 10 characters). Usually their first name is sufficient. User names don't need to be secret—passwords do.
Password
Enter the user's password (you can enter up to 15 characters). In order to preserve its secrecy, the password is not displayed on the screen as you type. To avoid problems caused by typing mistakes you must enter the password twice. If you don't spell the password exactly the same way the second time, QuickFill will ask you to enter the password again. It does not matter whether you use lower-case or upper-case letters—they are treated the same.
You should let each user choose his or her own password but with some limitations. Passwords should not be guessable. This means that they should contain at least six letters, and not be a nickname, telephone number, or anything else that is connected with that person. Ideally a password should contain two unrelated words. Passwords should not be written down.
If a user forgets his or her password there is no way to display it. They will have to choose a new password, which you can then enter using the 'Change' function.
Unlock database
This function allows the user to "unlock" records in the database that became locked as a result of the failure of a workstation.
Backup & Copy
This allows the user to back up the database using the 'Backup database' command on the File menu, or to make a copy of the database using the 'Copy database' command.
Restore & Rebuild
This allows the user to restore a database using the 'Restore database' command on the File menu, or to use the 'Rebuild key files' and 'Rebuild delete chains' commands, also on the File menu.
New order, payment, and renewal
This allows the user to enter new order, payment, and renewal batches. It also lets them post the batches and delete unposted batches.
Address change, merge customers
This allows the user to make address changes to anyone in the database. In addition, a user who has permission to 'Address change' is also given permission to 'Merge customers'. The reason being, when an address is changed so that it is similar to another customer's address, QuickFill displays the two customers as possible duplicates. The user can then take actions to merge the two customers selecting the 'Same person' option. Since the ability to merge customers is inherent in the 'Address change' transaction, QuickFill allows a user with access to 'Address change' to also have access to the 'Merge customers' transaction.
If you disallow the 'Address change' function but allow a user permission to use the new orders, payments, and renewal transactions, then they will still be able to make address changes from within those transaction screens.
Prospects
This allows the user to enter and delete prospect records. Click here for further details on prospects.
Remove order
This allows the user to delete orders from the database. If they delete all of the orders for a subscription, then the subscription will be deleted. If they delete all of the subscriptions for a customer, then the customer will be deleted too.
Refunds and adjustments
This allows the user to enter refunds and make adjustments to existing orders. You might well want to limit access to these functions.
View and adjust credit card numbers
If this box is not checked the user will only be able to see the last four digits of the credit card number on the Order Details screen. In addition, they will not be able to see any of the credit card fields on the Order Adjustment screen.
Other transactions
This allows the user to use all transactions except those mentioned above.
Users
This allows the user to define other users. Only the system manager and his/her backup should be allowed this function. QuickFill will not let you leave the 'Users' definition screen without having defined at least one user who has this authorization.
Preferences
This allows the user to define options that apply to all of your publications (i.e., date format, company name to be printed on batch reports, sections to be included in batch and label reports, etc.)
Change series
This allows the user to run the 'Change billing series' and 'Change renewal series' updates. These updates are used when you want to link all or some of the customers to a different series, usually as part of a marketing test.
Other definitions
This allows the user access to all of the definition screens except those mentioned above.
This allows users to run the 'One-shot labels' update.
Merge duplicates, Purge
This allows users to run the 'Merge duplicates' update as well as any of the purge updates.
Change job lists
This allows the user to change existing job lists. For example, a user with this permission could edit a report filter for a report that is scheduled to run as part of a job or add an additional report to an existing job. (Click here for more information on job lists.)
Run job lists
This allows the user to run job lists. (Click here for more information on job lists.)
Other updates
This allows the user to run any of the other updates.
Customer lists
This allows the user to run the 'Promotional labels', 'Customer directory', 'Group subscriptions', 'Agency subscriptions', 'Complimentary subscriptions', 'Customer search', and 'Mismatched country codes' reports.
Accounting reports
This allows the user to run the 'Deferred income', 'Accounts receivable', 'Credit balance', 'Refund preview', 'General ledger' and 'Accounting detail' reports.
Other reports
This allows the user to run all reports except those mentioned above.
Print reports
This allows the user to view, print or delete reports, labels, bills, renewals and order acknowledgments that were previously saved on the 'Print Saved Reports' screen.
Close miscellaneous batch
This allows the user to close the miscellaneous batch. The miscellaneous batch contains a record of all transactions except new orders, renewals, payments, and prospects.
View batch log
This allows the user to view or print the batch logs.
Other accounting
This allows the user to run anything under the 'Accounting' heading of the main menu except those things mentioned above.
Export/Import
This gives the user access to the 'Customer Export', 'Subscription Export', 'Import prospects', and 'Import subscriptions' menu options.
External command
This function lets you run any command, program, or batch file from within QuickFill.