Available in Sage 50 Quantum Accounting.
Set
Up Company Users, Passwords, and User Roles
How Do I...
In order to implement data security and password protection, you must
set up user records. When user names and passwords are set up, Sage 50
prompts you for a user name and password combination when you open a company.
If a user knows the password, he or she can access the areas of the program
to which you have rights. These rights are set up as a role
that can be as specific your company as you want to make it. For example,
if your company is a sales company, you might want to set up sales
representative,buyer, and shipping clerk roles, among others.
Setting up users in Sage 50 involves setting up a company administrator
first. After that, you can set up individual users and their roles. You
can set up as many Sage 50 users as you have licenses for.
Note: Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
In order to use user/password security
in a Sage 50 company, you must
first set up a single user record. After that, all other users will need
a user name and password to access the company.
The first user you set up must be an administrative
user with full rights to each area of Sage 50 and the ability to set
up and maintain user records and passwords. Once the administrator is
set up, he/she can then add other users to the system.
- Select the New User button.
The User Rights window appears.
- Enter a user
name (for example, Admin)
and its corresponding password.
Note: Passwords must be at least seven characters. They must contain both numbers and letters. It's a good practice to include both upper- and lower-case letters, although this is not required. An example of a strong password: MLsmith707.
- To give the user
full access to the program plus the ability to create individual users,
select the Administrator option.
- When finished, select
OK.
The User Security window returns. Note
that the user name and access level information have been added to the
grid at the center of the window. Note, too, that the Licensed
checkbox is automatically checked. You're now ready to set up additional
users.
Once you've set up the administrator of
the company, you can enter your first regular user and user role. Follow
these steps:
- Select the New User button.
The User Roles
window appears.
- Enter a user
name and its corresponding password.
- Because a role has
not been set up yet for the user, click the New
Role button.
The Role Setup
window appears.
- Enter a
and its corresponding .
- From the menu bar
on the left side of the window, select the area of the Sage 50 program
that you want to set access levels for—Customers & Sales, for example.
- If you want to
grant either full or
no access to this whole area of the Sage 50, use the drop-down
list at the right-hand top of the window.
- If you want to
grant access to some subareas but not others—for
example, Sales Invoices—you can use
the drop-down list opposite the appropriate area. You can choose from
a range of security access levels. Tell me more about access levels.
- When you're finished
setting up the new role, click Save
to save the role and return to the Sage 50 User Roles window.
- Now, to assign the
user to the newly set up role, check the appropriate checkbox in the Roles column.
- Click Save
to save the user and role combination.
- To set up an additional
user and role combinations, repeat steps 3 through 6.
If a user listed in the User Security window has access to another company but not the current one (the user name is marked with an asterisk), the Roles for This Company column will read No access. It will also have a blue Add
user to this company link.
If you want to grant the user access to
the current company, click this link. Then, in the User
Roles window,
- Give the user a password.
- Do one of the following:
- Select an existing
role or roles for the user; then select Save.
- Click the New Role button to set up a new role
for the user in the Role Setup window. Follow
the directions under "Setting
up a new user and a new role"; start with step 4.
Important!
If you forget your user name or password, you won't be able to access
the company data. It's your responsibility to maintain user names/passwords.
It is critical that you write down this information and file it away in
a secure place. If you're the company administrator, you'll be responsible
for all user name/password information; be sure that individual users
know and keep secure their own user names/passwords.
In the unfortunate event that you lose your user name or password and no
one else can open the Sage 50 company, contact Sage 50
Customer Support.
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