Roles and Security

Roles and Security

Overview

Access to modules in CustomBooks™ is controlled via User Profiles.    Any number of User Profiles may be created containing the needed permission settings for a group of users.    Once a profile is created, it may be applied to one or more users to control their access to various parts of the software.   


Permissions are menu and sub-menu based and can have one of three permission settings:  Full Access, View-only or No Access.    

Full Access permissions allow the user to create, edit and view the documents, tools and reports in the module.
View-only permissions allow the user to view but not edit the item.
No Access permissions hide the item from the user and does not allow them to view or edit.


Permissions may be placed on the main menu module (Sales, Bank, Purchasing, etc) which will apply to all sub-menu items, documents, tools and reports in that module.   Permissions may also be placed on groups of Sub-menu items  (Tools, Reports, Documents) which will restrict access to all items under that submenu of that content type.   Finally each sub-menu item can have permissions placed on it (Sales Orders, Cloud Banking, Re-class tool).    This method of setting permissions allows for very granular control, but for simple needs allows administrators to quickly set permissions of a large number of items.

In short, the process to use this features is the following:
1) Create (or choose an existing) a User Profile,
2) Assign the the User Profile to one or more users.

Creating a Profile

 Note:  Only users with Admin access will be able to complete these tasks.

To create a new User Profile:
  1. Navigate to Admin Panel / Security Settings.
  2. Click the Profiles tab.
  3. Click Create / New.
  4. Give the profile a name.
  5. Assign permissions as desired.
    1. To assign the same permission to all items, use the global permission link in the upper right corner.
    2. To assign the same permissions to all items on a tab, click the tab and then use the link directly to the right of the tabs.
    3. 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.
  3. Double click a user.
  4. Choose a profile from the drop-down list.
  5. Click Save and Close.

Using the Built in Profiles

Four built-in profiles have been provided and include the following:
Administrator - Full Access to all items.
Client Dashboard Only - No access to the application, full access to the Client Dashboard
Reports Only - No Access to tools and documents, Full Access to all reports.
View-Only - View only access to all items.

The built in profiles may not be modified but may be easily copied to customize them for your specific needs.  See the next section for instructions.

Modifying Profiles

Any user-created profiles may be modified after creation, but changes will be applied to all users who have that profile.
If you would like to customize the profile for a subset of users, you may copy it, give it a new name, make the changes and apply to the users.
To modify a profile:
  1. Navigate to Admin Panel / Security Settings.
  2. Click the Profiles tab.
  3. Double click the profile that you'd to edit.
  4. Make the changes to the permissions.
  5. Click Save and Close.

Last Updated  10/27/2021 - JML

    • Related Articles

    • Users

      Users CustomBooks™ is a cloud-based accounting software application, this means that we offer a seamless way to manage your financial data. One of its key advantages is the ability to add new users without the need for additional software ...

    • AccountingSuite™ Product Perks: August 2023 - User Roles & Security

      Welcome to the latest edition of "Product Perks," where we highlight innovative solutions from our ever-evolving software! This month we are introducing you to features and tools designed to boost security and provide you with more control than ever ...

    • AccountingSuite™ Release Updates, Husky 1

      AccountingSuite™ Release Updates, Husky 1 Upgrade and Redesign of User Profiles and Security! AccountingSuite™ User Profiles and Security are completely overhauled with advanced Default and Custom Profile creation! As well as a new Security Log ...

    • Activating/Deactivating the Support User

      CustomBooks™ is equipped to provide strong support, ensuring smooth operations and quick resolution of any issues. Occasionally, our Help and Support team may need to log in to your account, with your permission, to assist in resolving problems. ...

    • AccountingSuite™ Release Update, Imo-Inu 1, Workspace - New!

      AccountingSuite™ Release Update, Imo-Inu 1, Workspace - New! Announcing the new AccountingSuite™ Homepage Workspace!  The AccountingSuite™ upgraded operations guide with quick create sub menus and fast navigation links! New and improved icons provide ...