Group_User Security Maintenance - Groups View

Use the searchable Groups view of the Group/User Security Maintenance window to:

  • select resources, modules, records and databases to maintain security information
  • maintain the security rights for selected resources
  • add new security groups
  • create new SQL roles
  • maintain the users in the security group.

Note: The Groups view is the default view of the Group/User Security Maintenance window.

When you set up groups, you need to carefully consider your organisational structure as a user can belong to several security groups. If they do belong to more than one group, they get the superset of all groups that they belong to.

For example, you can have a Teachers or Staff base group. You then create a Head of House group that only contains the extra permissions above the Teacher group. Users who are heads of house then belong to both Teachers and Head of House.

 Opening the Groups view

To open the Groups view:

  1. Select Module > System > Group/User Security Maintenance.
    The Groups view of the Group/User Security Maintenance window is displayed.

Group/User Security Maintenance window - Groups view key fields and button


Use the search field to search for:

  • groups
  • resource rights.

Security rights selections

Use the security Rights area on the Group/User Security Maintenance window to choose the security areas to be displayed for configuration.

Resource options




Security access to Synergetic programs, tabs and functions.

Reports CDA

Reports that have been supplied with Synergetic by Synergetic Management Systems.

Note: If you have modified a report and placed it in the Site directory with the same name as an existing Synergetic Management Systems report then this comes under this category.

Reports Site

Reports interfaces that have been set up by your organisation.

User Forms

Custom user forms.

User Search Screen

Access to custom search screens for modules.

Web User Forms

Custom user forms for the web products.

SQL Server Objects

Create a SQL database role to encapsulate the permission that allows members of the role to access information using ODBC connections through programs such as Microsoft Excel.


1. The SQL role is prefixed with SYN when you view it in SQL Server Management Studio in: Server > Database > Synergetic_SCHOOLCODE > Security > Roles > Database Roles.

2. Users are not automatically added into SQL roles even if the user belongs to the same Synergetic security group. You must use SQL Server Management Studio to do this.

3. Roles are only created for the database you are currently in (Database field at the top right of the window).

Document Classifications

Access to types of documents stored in Synergetic and linked to community members via DocMan tabs. For example, only users in the Enrolment Office group are permitted to see enrolment application forms.


Security access to constituencies with the group security meaning. See luConstituency lookup table.

File Types

Access to file types. See luFileType lookup table.

Action Centre Types

Access to Action Centre message types stored in Synergetic and linked to community members using subscriptions.

API RolesAccess to API Role types.

Event Types

Custom event types.

Dashboard TilesAccess to dashboard widget tiles on the SynWeb dashboard.

Job Position Assignment

Custom job position assignments. See the luJobPositionCategory lookup table.

Staff CategoryCustom staff category assignments. See the luStaffCategory lookup table.

Module options

To make it easier to find programs and tabs, Synergetic provides a module selection that filters the security settings that are displayed in the grid below.

Modules are groups for Synergetic programs. Multiple programs can belong to a module. New modules are added as Synergetic expands.

The list of available modules depends on those that your organisation has purchased

Show options

You can also select to display security areas depending on their selection status:

  • Authorised Areas
  • Non-Authorised Areas
  • All Records.

Document classifications

Document classifications allow the selected group to view documents in the DocMan tabs based on defined classifications. 

Entity options

Select the database that you want the security rights to apply to. The default (blank) is the Main Synergetic database.

Rights options example

Before a user can access tabs and fields, you have to allocate security rights to the module.

Action Centre Types options example


Allocating rights to Synergetic

To quickly allocate rights to a certain part of Synergetic:

  1. Select the area.

    Tip: Use the Shift or Ctrl keys together with the left mouse button to select multiple areas.

  2. Right click it.
  3. Select one of the following options:

    • No Rights
    • Select Rights
    • Select + Update Rights
    • Select + Update + Insert Rights
    • Select + Update + Insert + Delete Rights

: You can also click on the checkboxes to select or clear security rights for individual areas.



The example below shows security assignments for the Reports and Assessments module (REP), Student Results Maintenance module.

When Resource1 is blank, the user has no access to the menu or menu icon for that module.

When Resource 2 is blank, the security applies to the module as a whole. When Resource 2 contains a value, this is the tab that the security settings apply to.

In this example, Resource 3 is used to apply security to particular areas within the Student Results Maintenance module. For example, you can prevent teachers from viewing the results for students other than those in their own classes (by not giving them Select permission for AllClasses) and control what classes and results are displayed (CommonAssessmentCodes and CommonLearningAreas) when the user clicks the View Other button.

Advanced example

For example, if you want a group to have access to Student Medical Details only:

  1. Against the STU entry, select Select.
  2. Give Select/Update/Insert/Delete rights to Student Medical Details and the tabs within this that you want the users to be able to view or edit.




Tab or program can be viewed by users in the group.

Note: Users who do not have Select permissions for a module are not able to see the module in the Synergetic menu or icons, regardless of what other permissions they have.


Users in this group can modify data and existing records.


Users in this group can create new records in the database.


Users in this group can delete records from the database.

Allocating Action Centre Message Type subscriptions

To quickly allocate Action Centre Message Type subscriptions:

  1. Select the Action Centre message type.

    Tip: Use the Shift or Ctrl keys together with the left mouse button to select multiple areas.

  2. Right click the message type.
  3. Select one of the following options:

    • Subscribe
    • Unsubscribe.

Note: Subscription changes for Action Centre task messages are applied immediately and update user permissions for all open and future Action Centre task messages of the selected type.

You can also:

  • Select the Subscribe checkbox to select or clear subscriptions for individual Action Centre Types.
  • Select the Email checkbox to email subscribers when the selected Action Centre Type appears in the Action Centre.

    Note: Individual users can customise their Action Centre message type email subscriptions. See Setting up Synergetic the way you want in the Introduction manual.
  • Select the Unactioned Tasks Read Only checkbox to display the icon for unactioned tasks.

    Clear the field blank to display the icon for unactioned tasks.
  • Select the Actioned Tasks Read Info checkbox to display the icon for actioned tasks.

Group/User Security Maintenance window - Groups view key fields and buttons




Select whether to display either:

  • all records
  • authorised records
  • non-authorised records.

Show Authorised Users And Groups

Select to display the users and groups that are authorised to access the selected resource.




Edit the Synergetic schema descriptions.

The Edit Synergetic Schema Descriptions window is displayed.

  1. Double-click the Description field of the schema.
  2. Type a new description into the Description field.
  3. Click .

Maintain users in the highlighted group. See Adding multiple users to a security group.

Apply the updates you have just made to the group details.

Do not apply the changes you have made to the group details.