adding a new user but restricting their access MYOB AccountRight V2020.2

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adding a new user but restricting their access MYOB AccountRight V2020.2

i can't follow the instructions for modifying roles for a new user

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi @jowill 

 

Thank you for your post and more than happy to guide you through this. The way I understood this post is that you have a user in the system, however you now want to modify their access? You can use the User Access window, accessible from the Setup menu, to create additional user accounts and assign roles to them.

 

Create new user

 

When creating a user account, you need to select at least one role from the Company file roles list. AccountRight comes with a set of default roles to choose from. You can customise the permissions of these roles or create new roles from this window. Here are two Help Articles you can use to assist you further in setting up the user/s: Set up roles and Manage users.

 

Please let us know how you get on and if you require further assistance.

Kind regards,
Jesh

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi Jesh

I have read all the links & tried to follow the instructions but it is still not clear what to do. There are conflicting details about it changing everyones roles. Is it possible to get step by step details on how to add a user & then select the roles I want them to have. I only want them to have access to purchases, sales, payroll, inventory. I don't want them to be able to see any banking details including balances.

TIA

Joanne

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi @jowill 

 

Thank you for your reply. When changing an indviduals role permisson you are only changing the access rights of that one user. Here is a step by step to guide you from initial set up, to assigning roles for a user:

 

To add a new user

  1. Open your online company file.
  2. Go to the Setup menu and choose User Access. The User Access window appears.

  3. Click New User.

  4. Select the option This user will sign on with a my.MYOB account. This option allows them to open the file by just entering their my.MYOB details. They won't need to enter the User ID or company file password to open the file. Can't see this option? Your company file must be online to see these options. If your company file isn't online, see Add a user to an offline file

To set up company file sign-on details

 

  1. Type the user’s name in the User name field.

  2. Enter their email address in the Email field. This must be the email address that they use to log into my.MYOB. If they don't already have a my.MYOB account, they'll be invited to create one when you finish setting them up.

If you want to give the user online administrator access, select the Invite user to be an online administrator option.

Select user roles

 

  1. In the Company file roles list, select the roles you want to assign to this user account. For example, if you want to give the user access to all banking features, select the Banking role. If you want, you can customise roles to suit your business needs. You can disallow access to any feature and even set some as read-only. There's a lot that you can control, so it's worth taking a quick look through the default roles and changing them, if necessary.
  2. Click Save and Invite User (you'll only see this button if you're performing these steps in an online company file). An email will be sent to the user's email address inviting them to access your online company file.
    Learn what happens when they accept the invitation

Please let me know if you get stuck on any particular area, we are more than happy to help.

Kind regards,
Jesh

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi Jesh

 

thank you for your replay. Our account is not online & i have tried to follow the instructions for setting up for an off line account. are the steps you've listed below the same as for the off line account?

 

In the 'Set Up Roles" help it clearly says "Note that when you customise a role in this way, the changes will affect all users who have been assigned the role". 

 TIA

Joanne 

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi @jowill 

 

Whether you are online or offline the same method applies. In AccountRight the role itself can be customised (Manage Roles), but as the software noted the changes will be applied to all users who have been selected for that role. For example, you can customise the Payroll role in that you can restrict anyone who has been assigned that role access to banking, but it will be applied to all users who have been assigned the Payroll role. What you want to do then, for instance, is assign these users the Sales roles. Then in Manage Roles click on Sales and apply only Purchases, Payroll and Inventory and unselect everything else. 

Kind regards,
Jesh

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi @jowill 

 

Just checking in to see how you went with adding a new user? Please do let us know if we can be of further assistance. Otherwise if my response had answered your enquiry please click "Accept as Solution" to assist other users find this information.

Kind regards,
Jesh

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi jesh

 

I have followed the instructions to add the new user, however, I can't get it to work correctly. The new user does not have access to any banking but can access purchases, sales, payroll etc. When she logs in & tries to enter purchases, the accounts that items are allocated to are not there to select. An example of what I mean is:

She enters an invoice (purchase), when she tabs down to enter the items, she puts in the quantity, but then when she tabs to the item number column most items are not available. If I log in as normal as the administrator, the items are there. How do I set it up so that everything is as normal except the new user is not to have access to banking. The Manage Roles tab in user access is very confusing as to what to select. A step by step guide would be helpful but the information in help is just generic to add a user not set one up as well.

Hope you can help

 

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi @jowill 

 

Generally speaking if a user has access to a particular screen as a result of the User Access settings then they should have access to all information within that window.

 

That said if you weren’t getting the results you wanted through the Manage Roles window, its worth ensuring that the user only has one role assigned to them to avoid the roles contradicting one another.

 

In terms of troubleshooting issues with the user access, I’d start by ticking everything under Manage Roles and ensuring that the user can do/see everything as expected. From there remove a couple of sections / permissions at a time, save the role and get the user to log in and check the relevant window.

 

If they lose the desired access then you can reinstate the last couple of sections / permissions as you’ll know that these are the ones that will be causing the issue

Regards,
Neil

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Re: adding a new user but restricting their access MYOB AccountRight V2020.2

Hi Neil

that sounds very helpful, i will definately give that a try. hopefully i can get this sorted soon.

Regards

Joanne 

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