Set Up Company Users, Passwords, and User Roles

How do I get to the User Security window?

From the Maintain menu, select Users, then Set Up Security. Sage 50 displays the User Security window.

Note: If you don't have access to the User Security option in the Maintain menu, then your user profile does not have privileges to set up or maintain users/passwords in this company. Check with your system administrator, or open the company using a user name and password combination that has this privilege.

Setting up the first user (administrator)

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.

Notes: 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.

Setting up a new user and a new role

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 role name and its corresponding role description.
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.

Granting access to users who already have access to other companies

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.