How do I use the Client Administration facilities to add Users and Control their Access Permissions?

Adding Users and controlling their access to the many system facilities.

Written By Gerry Mckeown ()

Updated at October 4th, 2018

1.    Introduction:

There are in fact several aspects to the Administration System Layer. The one described here is primarily directed at, and for use by, Accounting Practice Administrators (and Franchiser Owners or Group Company Administrators) who have the responsibility to manage individual Client or Subsidiary Companies and their “End Users” in their use of the system (i.e. the Users of the Client or Subsidiary Company).  This aspect of the Administration Layer will also be used by single Independent Company Administrators for the purpose of setting up his/her Company’s End-Users and controlling their access and permissions.  Other aspects of the Administration Layer detail features and functions which are only relevant to the Group Companies and Accounting Practices’ management and operation of its own users. (See the articles relating to “How does Multi-Company/Multi-Entity Consolidation Work? and “How does the Practice/Franchise/Group Company Administration System Layer Work?”).   The complete relationship between the Accounting Practice (or Franchise Owner) and the eventual End-Users of the System can be described as follows;

This article deals with the following aspect of this diagram;

The following schematic illustrates the steps to be taken and described hereunder in regard to the creation of valid End Users and the granting of their Access and User Permissions;

2.    Client Company Setup and Review:

Practice Users use this version of the Administration Layer in order to manage the various Client Company Users (called “End Users”) of the System and to control each End User’s access and permissions in regard to the different parts of the System.  If you are the Practice User (see first Diagram above)  in charge of this Client Company then you will be presented with the following screen when you first login;

The “New Client” option facilitates the set-up of new Companies and its scope is fully documented in the Article entitled “How do I Set Up a New Company or Corporate Entity.  However, it may be that someone else in the Practice has set up the Company, in which case, as a first task, it is important to review the Client Company details:

You can do this by clicking on the "Actions" against the relevant Company Number as indicated here below;

Which will bring up the following Window where you can add to or revise any of the details;

Here there are many details which you will need to review or input yourself such as Phones, FAX, Email details, WEB Address, VAT (Tax) No., and so on, as these will subsequently be required for printing on the Client Invoices, Statements and so on.  These details may not have been available at the time the Client Company was first set up and you were assigned to it.  Also, if your Client Company has a Logo you should also browse to the location of this logo on your PC for uploading into the System (having previously requested your Client to forward the appropriate graphical image) and also tick the “Use Client Logo in Menu Banner” check box. When you click on “Process” these details will be updated to your Client Company in the System proper. 

N.B. However, when you have finished here, later on, you still need to Log into your Client Company in order to add (or have your Client add) much more detail regarding such things as Currency, Tax Rates, Analysis Codes, etc., along with other System wide Codes and Default Settings in order to set the system up fully and ensure its completeness for your Client’s subsequent use.

3.    Setting up User Types and their Access Profiles:

Each individual End User in a Client Company is associated with a single User Type.  Each User Type has “Profile” settings that determine his/her access to the various parts of the system.  For example, you might have “Data Entry” type users, “Purchasing Users”, “Supervisors” and so on.  Before adding new End Users, you need to set up the “User Types” relevant to this Client Company.  User Types are used to group similar users into classes with the same Menu and Report access profiles and which can subsequently be assigned to individual users.  Go To the “Actions” Drop Downs on the right hand side of the screen and choose the Drop Down against the relevant Company;

In this example, we are going to set up a new User Type called “Purchasing User” which we will then go on to qualify in terms of his Menu and Report access.  Click on “Maintain Menu Profiles”.

You should note that several User Type Profiles already exist in your Client Company (copied over at Company Database creation stage) together with their pre-set Menu Options, Dashboard and Report Access permissions.  You can use and modify these pre-set profiles of varying levels of access and permissions for your own end users.  You can also copy these (amended) profiles in the creation of new User Type profiles – thus providing a short cut to the creation of new User Type profiles.

Enter the name of your new User Type and Click on “Add”.

When you create a new User Type (such as “Purchasing”) he/she is automatically given full access to all Menus, Dashboards and Reports, which you must now deny if you wish to restrict his access to certain functions of the system by un-ticking the relevant boxes;

Alternatively, you can use the (De) Select All” toggle buttons and then grant access as appropriate;

Or you can copy across another User Type Profile and then amend accordingly;

When you have finished adding new  User Types or modifying existing ones, don’t forget to “Process”, otherwise all your work will be lost;

You can also amend User Type Names by using this “Edit User Type Labels” facility;

This will invoke the following screen, where you can edit some of the non-system User Type Names (i.e. the ones highlighted in yellow) by overtyping the existing labels;

You can also change any of the Menu Item Descriptions.  For example, if the Organization you are dealing with is a School or a College, you may want to change “Item Invoicing” to “Student Invoicing” or you may prefer “Quick Invoice Entry” to the pre-supplied “Batch Invoicing” terminology.

When you Click on “Edit” here, you invoke another Window which allows you to Edit the Menu Item Nomenclature by overtyping it with your new Name.

You can also Amend the “Hover Text” (i.e. the Text which is shown at the bottom of the window on hovering over the Menu Item – see example below;

As well as Amending this Text, you can also change its style by, firstly clicking in the Text, which will then activate the “formatting” options.

N.B.  If you make these Menu Description changes and set up your User Types and their access Profiles in a “Template” Company (refer to the Article “How do I Set Up a New Company or Corporate Entity.”) then all of these changes will now be carried forward into all new Companies that you subsequently set up using that Template Company.

4.    Add New End Users and Allocate a User Type:

Go To the “Actions” Drop Downs on the right hand side of the screen and choose the Drop Down against the relevant Company;

Click on “Manage Users”;  Here you are presented with the Users you may have already set up in that Company;

To add a New User click on the button highlighted;

Firstly, fill in the new users full Name followed by his Logon Name. Next select a “User Type” from the Drop Down.  The “User Role” is either “User” or “Admin”.  There are certain functions and certain screens throughout the system which require “Admin” privileges to execute or access, such as Un-Reconciling a Bank Reconciliation, Setting up supplier bank account details, setting up approval workflow for Purchasing and re-opening periods.  Select an appropriate role for the user from the Drop Down.

Finally, enter the email address of the new User and click on “Process” when you’ve finished.  The new user is now sent an email asking him to engage with the system in order to set up his Password for subsequent logins;

This he does by using the link provided in the email which bring up this screen for his attention;

When this new User Logs In, this is what he will see (with the limited number of Menu Options we have set up above under User Type = “Purchasing”) is as follows;

And on his Reports Menu;

And similarly on his Dashboards.  

You can also view and modify existing Users in a particular Client Company by just clicking on their name;

Here you can change his User Type, De-activate him, force him to change his Password on his next Login, and Unlock him if he has become locked out of the system as a result of to many failed Logins.

5.    Changing Passwords:

You can also request End Users to change their Passwords by clicking on this field in the User Details window;

Which will generate and auto-send this type to the End-User;

Or, if the End User is already logged into the Account, from here;