Security Settings: Profiles and Permissions

Security Settings: Profiles and Permissions

Overview

User Profiles and Permissions in CustomBooks™ control what each user can see and do within the system. Administrators can assign specific roles and permissions to users so that access to different modules and features is customized based on job responsibilities. This ensures sensitive data is protected while each user gets access needed for their tasks. CustomBooks™ provides unlimited user access and a profiles/permissions system to help manage user rights securely.

What Are User Profiles?

A User Profile in CustomBooks™ defines a set of permissions for a user or group of users. Each profile determines what actions a user can perform and which parts of the system they can access. Profiles help enforce security and ensure users only interact with appropriate data and functions.

Administrators typically assign profiles to:
  1. Employees
  2. Bookkeepers
  3. Accountants
  4. Managers
  5. External advisors
This allows tailored access for each role within the organization.

What Are Permissions?

Permissions control specific functions within CustomBooks™. For example, a user may be allowed to view invoices, but not edit them. Permissions are grouped by module and action type so administrators can fine-tune access.

Key permission concepts include:
  1. Full Access - Allows the user to create, view, and edit the documents, tools, and reports in the module.
  2. View-only - User can see the data but cannot edit or create new.
  3. No Access - Totally hides the module, feature, or data from the user.

Built-In vs Custom Profiles

  1. Built-in Profiles: Predefined with typical levels of access (e.g., Admin, User, Read-Only).
  2. Custom Profiles: Tailored sets of permissions created by administrators for specific workflows or roles.

Built-in Profiles

The system provides four built-in profiles:
  1. Administrator – Full access to all items.
  2. Client Dashboard Only – No access to the application; full access to the Client Dashboard.
  3. Reports Only – No access to tools and documents; full access to all reports.
  4. View-Only – Read-only access to all items.
These built-in profiles cannot be modified directly. However, they can be easily copied and customized to fit your specific needs.

Custom Profiles

Custom profiles allow administrators to create tailored sets of permissions for users. They provide flexibility to assign only the access necessary for specific tasks, while keeping control over sensitive data.

Creating a Profile

Please note that only users with an Administrator profile will be able to complete these tasks.

To create a new User Profile:
  1. Navigate to Admin Panel → Security Settings.
  2. Go to the Profiles tab.
  3. Click Create → New.
  4. Enter the Profile name.
  5. Assign permissions as desired.
    1. To assign the same permission to all modules, use the global permission link on the Access level next to the Profile name field.



    2. To assign the same permission to all items in the module, use the global permission link next to the module access level.



    3. To assign the same permission to all items under the same category, use the global permission link to the category.



    4. To assign permissions to individual items, use the toggles next to the items.



  6. Click Save and Close.

Adding Users to Profiles

To add a user to an existing profile:
  1. Navigate to Admin Panel → Security Settings.
  2. Click the Users tab and double-click a user.
  3. Choose a Profile from the drop-down list.
  4. Click Save and Close.

Modifying Profiles

User-created profiles can be modified after they are created. Please note that any changes will affect all users assigned to that profile.

If you want to customize a profile for only a subset of users, you can copy the profile, give it a new name, make your changes, and then assign it to the intended users.

To modify a profile:
  1. Go to Admin Panel → Security Settings.
  2. Click the Profiles tab.
  3. Double-click the profile you want to edit.
  4. Update the permissions as needed.
  5. Click Save and Close.

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