Employee Security and Access

Yellow Dog Inventory has an extensive list of feature permissions that can be allowed or disallowed to individual employees or groups of employees.

Employee Access

To set an employee’s access on an individual basis, select Employees under System Setup and click on Create New Employee.

Next, enter the information required for this employee. First name, an Employee Number, and a Password are required. Middle and last names can be filled in if desired, but are completely optional. You can enter an email address, position, and any applicable notes in the Additional Information tab. Make sure to choose one or more stores that this employee has access to; otherwise, he or she will not be able to access anything at all, regardless of what Access Options are selected. 

           Tip: If a numbering system is already used throughout your company, it can be useful to use the same number as the Employee Number in Yellow Dog Inventory as well.

Access Options

To set permissions for Yellow Dog Inventory features, you can use the Manage Access Using Employee Groups checkbox (if Employee Groups have been created). Please note that more than one Employee Group needs to exist in order to use this function. You may also select more than one group per employee.

If the employee will not belong to a group, you will need to select options manually in the Access Options list. There is a default configuration in Yellow Dog Inventory, and each new employee will have default access until it is changes. You can use the All Off button to the right if an employee will only have a few options, you can re-set access to the Default configuration, or use the Clipboard to copy an employee’s access options. This can be useful if you want to create a group based on those options.

Most access options have several levels of access:

• Visible: The employee can see the selected features. If only this option is selected, they will not be able to edit the feature.
• Edit: The employee can change information in the selected feature.
• Edit After Committed: The employee can edit the selected feature after the document has been committed.
• Optional: If the Optional checkbox is selected, the user is not required to use this feature.

Some options have a simple Yes checkbox, which will enable them. 

Employee Groups

Employee Groups allow a number of employees to be given the same level of access to the same stores without having to assign each employee’s access options manually. Multiple groups can be assigned to single employees. Keep in mind that Employee Groups are store specific. You cannot use the same employee group to manage two different stores’ supervisors unless you want them to have access to each other’s stores.  Use the Clipboard feature inside the Employee Editor tab to copy the same settings without affecting Store accessibility. 

To create a new group, go to Employee Groups under System Setup.

Once in the Employee Group Editor, click on Create New Employee Group. Give your group a name, select which store(s) it will apply to, and then select the appropriate options. See above for details on the available options.

Employee Options

Yellow Dog Inventory can also use Windows accounts and Active Directory to validate employees. You will have to set up access options, but employees will use the same information to log in to Yellow Dog Inventory as they do to log in to Windows or Active Directory.

To enable these options, go to Employee Options under System Setup, then choose the appropriate box:

Make sure to include your Windows Domain so that employees will be able to log in. If you have any questions about your Windows Domain, please contact your IT Department.