Users and user rights

In the Users and user rights -view, you can specify the user rights of different users in the organization’s Procountor environment. You can also add new users to the Procountor environment and remove users from the environment.

This article explains how you can search for users based on their privileges, specify privileges for them and examine the user right change log. 

 You can find the view by selecting Management > Users and user rights in the main menu.

• All users with viewing rights to the Users and user rights section can access the view.
• Editing privileges and browsing the user right change log require All rights to the Users and user rights section. 

 

Users and rights

The Users and user rights  -view is an updated version of the old Users and privileges view.

After release v84 old Users and privileges view is disabled and iremoved from the Procountor's main menu. Users will be using the new view called Users and user rights launched previously last year. All functionality of the old view is now in new view and users can use and change user rights the same way as before.

Key updates:

• New search criterion: Users can now be filtered based on privileges.
• Updates to the grouping of privileges:
  • Privileges are grouped by topic, which makes it easier to see to which topic a specific user right is related to.
  • User right limitations are moved under the group to which the access rights relates.
• New view for the user right change log. All the changes made to privileges can be found in the same view.
• The user roles or privileges of existing users have not been changed.
• Changes to user roles
  • The Student and Accountant user roles will have All rights in the Payment function. Previously, these user roles had Viewing rights in the Payment function. The change takes effect only when setting up a new user or giving the role of Student or Accountant to an existing user.

 

Searching users

You can search for users in the environment under Management > Users and privileges.

By default, the Procountor groups users by their user roles. You can remove the grouping clicking on the button next to the Group by user roles text.

 

Searching users by privileges

1. First, select the privilege you wish to use as the search criterion on the user right drop-down menu.
2. In the Access drop-down menu, specify which right the user must have to the privilege.
3. The program automatically lists the users who meet your search criterion in the All users section

• You can select multiple privileges as your search criteria. The program automatically adds the new search criterion under the previous ones.
• To remove a search criterion, click on the cross button next to the criterion.
• Click on the Clear all filters criteria button to remove all your search criteria.

 

Editing User rights

1. When you select a user on the left-hand side column, the user’s rights open on the right-hand side column.
2. You can select an existing role for the user that will determine their user rights or you can specify individual user rights by selecting one of the following in the right-hand side drop-down menu of the privilege in question

• All rights
• Viewing rights
• No access

3. Save your changes by clicking on Save at the top.

Changing a user’s privileges within one Procountor environment will not affect their privileges in other environments in which they have access rights. 

Please note

• Some of the user rights are mutually exclusive. The program will automatically prevent selecting access rights that would conflict with existing privileges.
• If an user right is related to a limitation, a question mark is shown after it. To see what the limitation applies to, hover your mouse on top of the question mark.
• The user rights related to the retrieval of purchase, travel and expense invoices and journal receipts are interrelated and cannot be specified separately. For example, if you grant a user all rights to search purchase invoices , the program automatically gives all rights to search and view travel and expense invoices and journal receipts.

 

User right limitations

Limitations are disabled by default, but they can be enabled to provide users with privileges that are more extended than those of the Personnel role, but more limited than full privileges.

Limitations appear under the group to which the user rights relates. For more information about the effect of the limitation, hover your mouse over the question mark next to it.

For example, you can grant user privileges to create and edit his or her own travel and expense invoices by selecting the option Access only travel & expense invoices created by user and by granting the user full rights to the Rights for travel & expense invoices and Search travel & expense invoices.  

 

Copying user rights

You can also copy a user’s rights to other user(s).

1. Select all the users to whom you wish to copy the rights in the Users column and the user whose rights you wish to copy.
2. The users you selected in the Users column will appear in the User rights column on the right.
3. Next, select the user whose access rights you wish to copy by checking the box in front of their name. Click on the Copy rights button to copy the user’s rights.
4. Select the users to whom you wish to copy the rights and click on Paste rights.

 

Printing user information

To convert the names of environment users to printable form, right-click on the user list and select Export list of selected users, Excel, HTML or PDF.

You can convert the User rights to printable form by clicking on Export in the User rights section and selecting either Export Excel, Export HTML or Open PDF in the drop-down menu. 

The file includes the information of all the selected users.

 

User change log

You can access the User change log from the top menu of the Users and user right -view.

The User change log -view is only accessible to users with all rights to the users and user rights -section.

The change log shows all the changes made to the user’s privileges in the selected environment. You can also browse the privileges of deleted users.

The change log shows a summary of the change, i.e., when the privilege was changed, which user’s information was changed, what the action was and who made the change.

• The user change log can be exported in PDF, Excel or HTML format. Start by selecting the users whose data you wish to export and click on the Export PDF, Export HTML or Export Excel button at the top

You can see all the changes made to a user’s access rights by clicking on their name. The old value shows what the user’s previous user rights were, and the new value indicates the user’s new user rights. 

• The change log can be exported in PDF, Excel or HTML format.

 

User roles

Procountor includes the following preset roles for defining user rights:

• Accountant
• Employee
• Entrepreneur
• Main user
• Management / Auditor
• Payment transactions
• Payroll accountant
• Purchases
• Sale
• Student

When a role has been assigned to a user, the preset rights appear to the user right view. The related user rights can be edited as desired (with the exception of the Personnel role).

If you want to customize your own set of user rights to the user, user's role changes into Customised role. This role will automatically modify the users rights as No rights and after this the users rights should be modifies to grant the user some visibility in Procountor.

Only the functions to which a user has privileges are visible to him or her in the main menu.

You should only give full user management rights to the main user and his or her substitute.

 

General information about the Main user role

The main user of the environment has rights to all functions of the environment by default. The main user can, for example, edit basic company info, add new users and edit user roles. The main user can also see all salary functions and employee’s salary information. The main user role can also be edited and user rights to different functions can be modify.

 

General information about the Employee role

Employee users only have rights to create travel and expense invoices for themselves, search for their own travel and expense invoices in the system, and view their own salary information. The Employee role cannot be modified. Before a Employee user can create travel and expense invoices, that user’s social security number must be saved in complete form into the user’s personal information and the company’s Business partner register, in which the user is registered as a Person.

If the user sees an error message when trying to prepare a travel or expense invoice, check that the user’s social security number is entered in Personal information and settings and the users username is attached to the person in Person register. If the user is still unable create travel or expense invoices, this means that the personal information is missing from the person register. Please contact your company’s main user if you need to supplement your information in the person register.

 

User roles of Solo product version

User roles of Solo product version differ from the user roles of Financials and Ledger product versions in the following way:

• The accountant or payroll accountant who is setting up a Solo environment is always also the main user of the environment: even though Solo product version does not include the Main user role, All rights to Company user management are included to accountant's or payroll accountant's (who is creating the environment) user role by default. If the accountant or payroll accountant who is creating the environment later adds new users to the environment, for example, with Accountant or Payroll accountant role, the user right settings match the table above.

More information about Solo product version and its user rights can be found here.

 

User roles of Procountor Ledger product version

The charge for Procountor Ledger is based on users. Free roles for Ledger environments are Management/Auditor or Employee - Ledger role. Read more about Accountor Finago's invoicing here.

 

Default user role privileges

	Main user	Sale	Purchases	Payroll accountant	Payment transactions	Entrepreneur	Accountant	Management/ Auditor	Employee	Student
Management
Basic company info	All	Viewing	Viewing	Viewing	Viewing	All	All	Viewing	No	All
Basic accounting info	All	All	All	All	All	Viewing	All	Viewing	No	All
Chart of accounts and default reports	All	All	All	All	All	Viewing	All	Viewing	No	All
Users and user rights	All	Viewing	Viewing	Viewing	Viewing	Viewing	Viewing	Viewing	No	No
Set up an environment	All	Viewing	Viewing	Viewing	Viewing	Viewing	Viewing	Viewing	No	No
Import data	All	No	No	No	No	All	All	No	No	All
Notifications	All	Viewing	Viewing	All	All	Viewing	All	Viewing	No	All
Incomes register certificate	No	No	No	No	No	No	No	No	No	No
Group letter	All	All	No	No	No	All	No	No	No	All
Audit log	All	No	No	No	No	No	No	All	No	No
User
Edit personal info	All	All	All	All	All	All	All	All	All	All
Limited dimensions	No	No	No	No	No	No	No	No	No	No
Only allow API M2M login	No	No	No	No	No	No	No	No	No	No
Sales
Rights for sales invoices/Group invoices	All	All	Viewing	Viewing	Viewing	All	All	Viewing	No	All
Search sales invoices	All	All	Viewing	Viewing	Viewing	All	All	Viewing	No	All
Access only sales invoices created by user	No	No	No	No	No	No	No	No	No	No
Customer register	All	All	All	Viewing	Viewing	All	All	Viewing	No	All
Product register	All	All	Viewing	Viewing	Viewing	All	All	Viewing	No	All
Purchases
Rights for purchase invoices	All	Viewing	All	Viewing	Viewing	All	All	Viewing	No	All
Search purchase invoices	All	All	All	All	All	All	All	Viewing	Viewing	All
Access only purchase invoices created by user	No	No	No	No	No	No	No	No	No	No
Supplier register	All	All	All	Viewing	Viewing	All	All	Viewing	No	All
Product register	All	Viewing	All	Viewing	Viewing	All	All	Viewing	No	All
Travel invoices
Rights for travel and expense invoices	All	All	All	All	All	All	All	Viewing	All	All
Search travel and expense invoices	All	All	All	All	All	All	All	Viewing	Viewing	All
Access only travel and expense invoices created by user	No	No	No	No	No	No	No	No	No	No
Invoice circulation
Verification	All	No	No	No	No	No	No	Viewing	No	All
Approval	All	No	No	No	All	Viewing	All	Viewing	No	All
Access only invoices user can approve or verify	No	No	No	No	No	No	No	No	No	No
Salaries
Payroll	All	No	No	All	No	Viewing	All	Viewing	Viewing	All
Access only personal salaries	No	No	No	No	No	No	No	No	No	No
Person register	All	No	No	All	No	Viewing	All	Viewing	No	All
Payments
Payment	All	No	No	No	No	No	All	No	No	All
Salary payments	All	No	No	No	All	No	No	No	No	No
Mark as paid	All	No	No	No	All	Viewing	All	Viewing	No	All
Direct bank transfer	All	No	No	No	No	No	Viewing	No	No	Viewing
Bank statements and reference payments	All	No	No	No	All	Viewing	All	Viewing	No	All
Payment allocation	All	No	No	No	All	Viewing	All	Viewing	No	All
Accounting
Rights for journal receipts	All	All	All	All	Viewing	All	All	Viewing	No	All
Search journal receipts	All	All	All	All	All	All	All	Viewing	Viewing	All
Access only journal receipts created by user	No	No	No	No	No	No	No	No	No	No
Closing of accounts tools	All	All	All	All	All	All	All	Viewing	No	All
Prevent creating new invoices and editing invoices page	No	No	No	No	No	No	No	No	No	No
Prevent editing invoice accounting page	No	No	No	No	No	No	No	No	No	No
Accounting reports	All	No	No	No	No	All	All	Viewing	No	All
Archive	Viewing	Viewing	Viewing	Viewing	Viewing	Viewing	All	Viewing	No	No

 

Special situations in user rights

• A Procountor environment must have at least one user with full user management rights (Users and user rights: All rights). It should be agreed within the company on who is the primary person in charge of user management. It should be made sure that the required users have sufficient privileges to pay invoices, etc. during the main user’s holidays or other absences. There should always be someone available to edit privileges as well.
• In special situations please contact Procountor's customer service. 
• In a special situation we can modify user rights in the customer service only if the person who has right to sign for the company sends us an authorization. 
• Adding a new user to environment or modifying user rights are always administrative duties that are subject to a charge (150€+VAT per starting hour).     

 

Guide for filling out the authorization form

Because of information security reasons, we can modify user rights in the customer service only if the person who has right to sign for the company sends us an authorization. A form of the authorization can be found below.

By default, the authorization form states that the new user is added to the environment with the user role Main user. If the user role should be something else, another user role can be stated in the authorization form. More information about the rights of different user roles can be found here.

Fill out the authorization form carefully and accurately. Remember also to sign the document. In the end, scan the finished authorization or take a picture of it and send it to our customer service via the contact form.

• Download the authorization form here (Word file).