Administration Settings   »   Administration   »   Administration   »   Administration for client level   »   Create users in a client   »  Set permissions and data access for a user

User administration

You can define permissions, data access, and feature access for users and roles.

Data access on a user level will always override data access on a role level.

 

Set permissions for a user

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click the name of the user.
  5. In the menu that opens to the right, click the Permissions drop-down menu.
  6. Use the Permission switches to set permissions. See table below for descriptions.

NOTE: When you grant users permissions, it may take up to 30 seconds before the permissions take effect.

Permission Description
ACCESS PERMISSIONS Turn on the top switch to give user all system-permissions.
Can customize drilldown layout* Allows users to customize the drilldown view in Drilldown layout.
Can download Excel files from Archive Allows users to download a reports in Archive as Excel files. If a user does not have this permission, reports can only be downloaded as pdfs.
Can drill down Allows users to drill down to see the underlying detail of the value presented in a report.
Can get budget templates Allows users to get budget templates from the Marketplace in Budgeting.
Can import company data Allows users to access the Get Data module where they can manage connections to their ERP system and import data.
Can manage categories Allows users to create categories in the Reporting and Budgeting modules.
Can view vouchers Allows users to drill down to see vouchers.
Has full data access Allows users full access to all companies under the tenant. If deselected, you can manage access to the various companies under the Data access section.
SYSTEM PERMISSIONS  
Can manage users, licenses and data access Allows users to manage users, licenses and data access for the tenant.
Can manage connections Allows users to manage connections and data import jobs in Import Data.
Can edit data from Data Manager Allows users to edit data in Data Manager.
Can set up Budgeting and Multi Company in Settings Allows users to set up Budgeting and Multi-Company in Settings. (only for Cloud Agent version.)

*only available for Cloud users.

 

NOTE: If the user is a user at the  Group level, permissions for the tenant have been inherited from that level and you will see “User is given (all) permissions on group level“.

Set data access for a user

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click a user.
  5. In the menu that opens to the right, click the Data access drop-down menu. In the list, you can see which integrations the user has access to.
  6. In the list of companies, click Add to give the user access.
  7. To give the user or role access to specific modules and dimensions, click  Edit. The Set Access Filters dialog box displays. Here you can define filters for specific modules and dimensions in the selected company.
  8. Click modules and dimensions in the list to the left-hand side of the dialog. The filter is displayed in the right-hand pane.
    NOTE: If you add identical modules or dimensions as filters, these filters are grouped with the logical operator And. Click And to change the logical operator.
  9. Click Where to select whether to include (Where) or exclude (Where not) data that matches this filter.
  10. Click In to select an operator.
  11. Click {no filter} (or any other criteria displayed in the box) to specify the criteria for the filter.
  12. Select values from the list. The filter box at the bottom of the dialog is updated with the selected values. You can also enter values manually.
  13. Use ranges: Deselect this option to show all values in a range.
  14. Include blank: Select this option to also include data where no value exists (NULL).
  15. Click Use value. The filter is added to the list.
  16. Repeat steps 6-13 to add more filters. Example: Use the “Where Module In *” filter to give access to all data, and then add a “Where not dimension In dimension name” to exclude one or more dimensions.
  17. Click OK when you are done.

NOTE: If the user is a user at the  Group level, data access for the tenant has been inherited from that level.

 

 

Remove data access filter

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click a user.
  5. In the pane that opens to the right, open the Data access section. In the list, you can see which integrations the user has access to.
  6. In the list of companies, click Edit .
  7. In the Set Access Filters dialog box, click X Remove filter.

8. Click Save.

 

Change user level

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click a user.
  5. Next to the user name, click the Edit button.
  6. In the list, click Edit user.
  7. In the Edit user dialog, in the User level list, select the user level; Basic user, Reporting user, Budgeting user, or Design user. For more information about the user levels, see User types and tenant levels
  8. Click Save.

 

Other

Label user as Auditor

It is possible to label a user as an Auditor. The advantage of this is, for example, if you want to add temporary users and be able to easily identify such users.

NOTE: Marking a user as an Auditor does not give the user any permissions or access rights.

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click a user.
  5. Under Other, turn on the Auditor switch.

 

Search for Auditor

You can easily search for users who are labeled as Auditor:

  1. In Administration, click the Search users button.
  2. In the Search for users field, enter is:auditor. Users who are labeled as Auditors are marked with A.

 

For accounting offices: Label user as Accounting Office Employee

For accounting offices, you have the possibility to label a user as Accounting Office Employee. In this way, your users are not charged extra for Reporting licenses.

  1. Click Administration.
  2. (If more than one tenant) Click a tenant.
  3. Click the Users tab.
  4. In the list, click a user.
  5. Under Other, turn on the Accounting Office Employee switch.

 

NOTE: You can also set the permissions, data, and feature access on the role level. See Create new role for a tenant.