Advanced user management (new) - view enables editing several users’ user privileges at the same time. Advanced user management is a part of Procountor's Accounting firm tools for partners.
- With Advanced user management (new) it is possible to manage user rights of several users or remove user/users from several environments in one go. Also, it is possible to copy certain user rights to selected users.
The Advanced user management (new) -view is an updated version of the old Advanced user management -view. Both the old and the new view will be available side-by-side during the transition period.
The views are found in Accounting > Accounting firm tools > Advanced user management (new) or Advanced user management. You can use both views for adding new users and editing user rights and the edited information is updated in both views.
You need at least the following user rights to access the view:
- Accounting firm tools
- Rights to the Users and privileges of environments listed (Viewing rights/All)
- In order to use the Advanced user management (new), the user must have the privileges to user management in the environment he/she is going to use the Advanced user management function.
- With the viewing rights the user can only observe the user rights but not edit them.
- it is not possible to modify user rights of a person who has Employee role.
The Advanced user management (new) -view's key updates:
- You can search for companies by product version or by user role
- Editing user rights has been updated.
Top row buttons
Search
- Button lists the search results.
- After selecting Search criteria to the Company and User sections, this button lists users and their rights to the search results.
Save
- Button saves the changes made on the view.
Create a new user
- Button enables creating a new user ID.
Add users to environments
- Button opens a new view
- You can select several users and the environments to which the users will be added.
- Read more about the function here.
Search criteria
Product version
- You can search for companies by their product version.
- You can choose Procountor Financials, Procountor Ledger or Procountor Solo
Role
- You can search for those users who have the role you selected from the list.
Company
- Company or companies can be selected from the list.
- Users can be either scanned from the list or searched by using the search function.
User
- The users on the list are automatically updated depending on the selected company.
- User or users can be selected from the list.
- Users can be either scanned from the list or searched by using the search function.
- Selected users section shows the users that are selected, and the company’s name is in brackets.
Search results
1. First define the search criteria.
2. Search-button creates a list of search results formed according to the Search criteria.
- The number of users matching the search criteria is shown in brackets in the Search results
- As a default only the buttons Export and Select are active when no users are selected from the search results.
- Export button exports the search result to either Excel or HTML.
- Select button enables to select all the users listed in the Search results or clear the selections.
Remove
- Button removes one or more selected users from the company selected in the search criteria.
- When clicking the button, a new view opens. On the opening view the users to be removed must be confirmed.
- In the brackets is shown the name of the company where the users are removed.
- By selecting Remove user/users are removed, and by selecting Cancel it is possible to return without removing user/users from the environment in question.
Copy rights
- Button activates when one user has been selected. That person’s user rights can then be copied to other user/users.
- After clicking Copy rights, select those users these rights are wanted to be copied. When all the wanted users are selected, Paste rights button is active and can be clicked.
Paste rights
- Button opens new window, on which it can be checked, what rights are copied to which user.
- Selecting Copy will save the change, Cancel button will close the window without making changes to user rights.
User right changes
- Button opens a window, that shows the user right changes made to the user.
- The window also shows information about the changes, such as, the time, editor, user right that has been edited, old and new value of the user right and the type of change.
- The information is possible to get in HTML, Excel or PDF format.
Creating a new user
When a person to be added does not already have the existing Procountor username, proceed according to the following instructions:
1. Click on Create a new user button, which will open Add user window.
2. Enter the user’s first and last name, on which the username will be based on.
3. Enter the rest of the user’s personal information. Mandatory information are user’s phone number and email.
4. Choose whether the username and password are sent to user by email or text message, or will you deliver them personally.
5. After filling out the necessary information, click on Add user to environment button.
6. On the opening view, select the companies, to which the user is wanted to be added. Also, select the user role and the home environment for the user.
7. View that the entered information is correct, and make the necessary changes before saving.
8. Click on Save.
9.After saving Procountor gives a notification: “User Manager, Mike (mike.manager) has been created.”
- If you chose that the username and password will be sent automatically to the user Procountor gives a notification: “Username and login instructions will be sent to: mike@company.xxx. Password will be sent to number +358 00 000 0000.”
- If you chose to deliver the username and the password personally, Procountor will open a new window, on which the new user’s username and password are showing. The username and password should be copied and pasted to be saved and delivered.
10. After saving Procountor takes you back to the Advanced user management view and shows the changes in Search results section.
Adding users to Procountor environments
When the purpose is to add user with the existing username and password to environment or environments, proceed according to the following instructions:
1. Click on the Add users to environments button.
2. Select the users to be added.
- Users can be either scanned from the list or searched on the search field.
3. Select the environments, where the users are wanted to be added.
4. The role of the users to be added can be defined on the Role field.
5. At the bottom of the view there is a Changes to be made when saving section, in which the information is updated while the new changes are made. Verify the information and edit if necessary.
6. Save button saves the changes without asking for confirmation. After saving Procountor takes you back to the Advanced user management view and shows the changes in Search results section.
Copying the user rights to another user
1. First define the search criteria and click on Search.
2. Select the user whose user rights you want to copy to another user.
3. Click on Copy rights button.
- After clicking on Copy rights button, the Paste rights button activates.
4. Select the user to whom the copied rights are wanted to be pasted.
5. Click on Paste rights button. After clicking on the button, Procountor will ask to confirm the copying of the user rights. By clicking on Copy, the user rights are copied and by clicking on Cancel the process is canceled.
Editing user rights
1. First define the search criteria and click on Search.
2. Make the necessary edits to the user rights.
- In the Search results, the name of the environment, that the user rights are concerning, is shown below the user’s name.
- Each environment is separately shown in the Search results, which means that if the user is in several environments, the user’s rights in each environment are separately shown.
3. The user’s user rights can be edited either by changing the user’s role or by editing each user right separately.
4. Save the changes by clicking on Save button. After clicking on the button, Procountor will give a notification about saving the information.
Editing of user rights is done in the same way as with the Users and user rights (new) -view.
Removing the user from the environment
1. First define the search criteria and click on Search.
2. Select the user/users, whose user rights to the environment are wanted to be removed.
3. Click on Remove button. Clicking the Remove button opens a new window, on which you must confirm removing the rights of the selected users. Clicking on Remove removes the user rights and clicking on Cancel cancels the process.