Balancing system security with the necessary user access is a complex organizational challenge. Yardi provides a wide array of tools to manage this, yet the inherent complexity of the system can make proper setup challenging for non-experts. Organizations that rely on their standard IT department or a controller to manage user additions often struggle to know where to begin to ensure proper access controls.
If your team is responsible for adding new users to Yardi or addressing the security concerns involved, it is important to understand the three main components of Yardi Security:
- User Groups
- Roles and Menu Sets
- Permission Sets
User Groups
You can configure your system to automatically assign specific roles and permission sets to users based on their membership within a User Group. Management should predetermine these roles and permissions, as they form the foundation for ensuring users have access only to information relevant to their job functions.
Roles and Menu Sets
Assigning a user to a Role grants them access to the specific menu sets required for their duties. For instance, a construction-focused role would typically access the Yardi Job Cost and Construction Manager menus. Conversely, users in other departments should be restricted from accessing irrelevant areas like Job Cost.
While menu sets are a crucial initial security layer, Yardi’s complexity allows some information to be accessed by drilling down, even without direct menu access. This is where Permission Sets become essential.
Permission Sets
Permissions provide granular control, significantly enhancing security beyond what Roles and Menu Sets offer. You can restrict access to certain areas, meaning a user will be unable to access that area even if they possess the relevant menu access.
With over 10,000 permissions, Yardi offers extensive flexibility and control. Although permissions are usually granted at a group level, individual adjustments are possible. This allows an accounting department to have default access to certain areas, while only specific roles can access highly sensitive information. For example, if two Accounts Payable personnel exist—one handling Purchase Orders and the other not—you can configure it so only the former can access and edit them. Even if a user is assigned a role with menu access, they will be unable to access particular functions without the necessary permissions.
Building an Effective Solution
When properly configured, Yardi’s three security components work together to provide essential checks and balances, ensuring users can access what they need while preventing access to unauthorized information. Beyond these three foundational components, various individual program rights, permissions, and other settings are available to build the comprehensive security framework your organization requires.
Beyond foundational security, robust fraud mitigation strategies are essential for a comprehensive Yardi implementation. This includes:
- Establishing a Clear Division of Duties: Prevents any single individual from controlling an entire financial transaction, thereby significantly reducing opportunities for fraud.
- Activating and Regularly Reviewing Audit Tables: Crucial for tracking all system activities and identifying suspicious patterns.
- Implementing Digital Workflows: Essential for the release of funds and changes to vendor information, adding critical layers of approval and verification to safeguard against unauthorized transactions.
- Protecting Sensitive Data: Robust measures for securing Electronic Funds Transfer (EFT) and other sensitive financial data are paramount to preventing data breaches and financial fraud.
To avoid costly mistakes from incorrect setup—such as accidental edits or failing security audits—expert assistance is often necessary.
Lynx provides access to a dedicated team of Yardi experts who can set up your system correctly, train your staff, and offer ongoing support to complement your existing team.
Reach out to learn how we can help safeguard and optimize your Yardi System.
