Yearli Guide
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  1. Yearli Guide
  2. Yearli Desktop
  3. Security

What Security Does and How to Manage it

What Is the Purpose of Security?

The security option will enable password protection of the database for all users. If desired, the administrator can set up managed user accounts, and set custom options. There are three security settings available for managed users in the Yearli software:

  • Minimum Password Length: This setting allow the administrator to specify the minimum allowable characters for creating passwords. The range is 10 to 20 characters.
  • Force Users to Change Password: This setting will prompt users to change their passwords periodically based on the time set by the administrator. The range of time is 30 days to 120 days.
  • Remember User ID at Login: This setting will allow the User ID to be displayed at the login screen. If this is not checked the User ID field will be blank. User ID displayed is based on the last user to login to that specific computer.

Enabling Security

Enabling security will apply to all users. Please be sure to communicate these changes to other users of the program.

  1. Click on the Security menu.
  2. Choose Enable Security.
  3. Click the Enable button.
  4. Choose a User ID for the administrator account, or use the default of "Administrator".
    • The first account created must be an administrator account.
  5. Enter a password for the administrator account. The password must meet the following requirements:
    • Must contain at least one uppercase letter (A-Z).
    • Must contain at least one lowercase letter (a-z).
    • Must contain one digit (0-9).
    • Must be at least 10 characters.
    • Cannot exceed 128 characters.
  6. To force the password to be changed at the next login, check the Force Password Change at Next Login checkbox.
    • This can be used if the account is being set up by IT or a non-program-user.
  7. Enter the employee's name.
  8. Click Next.
  9. Choose the minimum password length from the drop down menu.
  10. (Optional) Force users to change password:
    • Check the "Force Users to Change Password Every" checkbox to require users to change their password after a certain number of days.
    • Choose the number of days from the drop down menu.
  11. Check the Remember User ID at Login checkbox to automatically populate the User ID field, with the user ID of the last person to log in on this machine, when logging into the program.
  12. Click Finish.
  13. A confirmation window will appear. Click Yes to create users now, or No to close the security settings.
    • If Yes is chosen, continue to next step.
  14. Enter the user's User ID and password. The password must meet the following requirements:
    • Must contain at least one uppercase letter (A-Z).
    • Must contain at least one lowercase letter (a-z).
    • Must contain one digit (0-9).
    • Must be at least 10 characters.
    • Cannot exceed 128 characters.
  15. To force the password to be changed at the next login, check the Force Password Change at Next Login checkbox.
  16. Enter the employee's name and user description.
  17. Check the Account is Enabled box to enable the account.
    • To disable the account but retain the information entered, uncheck the Account is Enabled box.
  18. Set the user's permissions.
    • Check the box next to each portion of the software the user will have access to.
  19. Click Save.
  20. Click Add to add another user, or OK to close the window.

Adding Users

  1. Open the Yearli software.
  2. Log into the software using an account with administrator rights in Yearli.
  3. Click on the Security drop down menu at the top of the main Yearli screen.
  4. Choose Manage Users Accounts.
  5. Click the Add button on the right side of the window.
  6. Enter the user's User ID and password. The password must meet the following requirements:
    • Must contain at least one uppercase letter (A-Z).
    • Must contain at least one lowercase letter (a-z).
    • Must contain one digit (0-9).
    • Must be at least 10 characters.
    • Cannot exceed 128 characters.
  7. To force the password to be changed at the next login, check the Force Password Change at Next Login checkbox.
  8. Enter the employee's name and user description.
  9. Check the Account is Enabled box to enable the account.
    • To disable the account but retain the information entered, uncheck the Account is Enabled box.
  10. Set the user's permissions.
    • Check the box next to each portion of the software the user will have access to.
  11. Click Save on the right.
  12. Click Add to add another user, or OK to close the window.

Editing Users

  1. Open the Yearli software.
  2. Log into the software using an account with administrator rights in Yearli.
  3. Click on the Security drop down menu at the top of the main Yearli screen.
  4. Choose Manage User Accounts.
  5. Highlight the user to be edited.
  6. Click the Edit button on the right side of the window.
  7. Make the applicable changes.
  8. To change the user's password, check the Change Password checkbox and enter a new password for the user.
    • The user's old password will not need to be entered to change the password.
  9. Check the Account is Enabled box to enable a disabled account.
    • To disable the account but retain the information entered, uncheck the Account is Enabled box.
  10. Click Save to save changes.

Security Settings

  1. Open the Yearli software.
  2. Log into the software using an account with administrator rights in Yearli.
  3. Click on the Security drop down menu at the top of the main Yearli screen.
  4. Choose Settings.
  5. Choose the minimum password length from the drop down menu.
  6. Check the Force Users to Change Password Every checkbox to require users to change their password after a certain number of days.
    • Choose the number of days from the drop down menu.
  7. Check the Remember User ID at Login checkbox to automatically populate the User ID field when logging into the program.
  8. Click OK.

User Access Report

The User Access Report displays a list of each user account and the accessibility settings for that account.

  1. Open the Yearli software.
  2. Log into the software using an account with administrator rights in Yearli.
  3. Click on the Security drop-down menu at the top of the main Yearli screen.
  4. Choose User Access Report.
  5. Select the users whose access levels you would like to print.
    • To select multiple users, press and hold the Shift or Ctrl key and click in the gray grid area on the left of the User ID for each user you wish to select.
    • All users can be selected by checking the Select All Users option.
  6. Click Print.

Resetting the Password

  1. Launch the Yearli Desktop program.
  2. On the login screen, click "forgot password".
  3. An email with a temporary password will be sent to the email address used to set up security.
  4. In the popup, enter the temporary password where it says "old password" or "code".
  5. Enter the new password in the "new password" and "confirm password" fields.
    • The password must meet the following requirements:
      • Must contain at least one uppercase letter (A-Z).
      • Must contain at least one lowercase letter (a-z).
      • Must contain one digit (0-9).
      • Must be at least 10 characters.
      • Cannot exceed 128 characters.
  6. Click "OK".

If You do Not Get the Temporary Password Email

If you do not receive the email, and the program is used by multiple individuals, it is recommended to speak with the other program users to see if any of them got the email. The email will go to whichever email was entered when security was enabled. This means anyone with access to the program may have entered their email, or there may have been a typo in the email entered, as they are not verified during security setup.

If you do not receive the temporary password email at all, you will be required to contact Yearli technical support for assistance. Prior to contacting technical support, please make sure the computer with the Yearli software is accessible.

Technical support will have you provide the email it was sent to, then provide the temporary password, which can be used once to reset the password. Once entered correctly, a new password will need to be entered.

Disabling Security

Disabling security will apply to all users.

  1. Open the Yearli software.
  2. Login with the Administrator account.
  3. Click on the Security menu.
  4. Choose Disable Security.
  5. At the confirmation window, select Yes to disable security.
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