Available in Sage 50 Quantum Accounting.
Set Up Company Users, Passwords, and User Roles
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, they 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.
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.
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.
- Click New User.
- Enter a user name (for example, Admin) and its corresponding password.
User Name
Enter up to 16 characters that will be used to identify the person attempting to open this company and maintain its data. Do not include the forward slash (/) character in your user name. You may want to use something descriptive, such as a person's name. Or, you can set up user names depending on the user's intended access rights (for example, "Sales rep"). User names are NOT case sensitive.
Note: If you are operating on a network, multiple individuals can access the company data using the same user name. For example, two individuals can log on using the "Administrator" user name at the same time. This defeats the purpose of Sage 50's audit trail feature and so is not generally advised.
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.
Password
Enter the user's password. You enter up to 16 alphanumeric characters. Do not include the forward slash (/) character in your password. Avoid passwords that are obvious, like birthdays or names of relatives.
Passwords are case sensitive (that is Password, PASSWORD, and password are all different passwords) and must be unique. Two or more user records cannot have the same password.
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.
Note: In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
- To give the user full access to the program plus the ability to create individual users, select the Administrator option.
- When finished, click OK. The User Security window returns.
The User Rights window appears.
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.
After you've set up the administrator of the company, you can enter your first regular user and user role. Follow these steps:
- Click New User.
- Enter a user name and its corresponding password.
User Name
Enter up to 16 characters that will be used to identify the person attempting to open this company and maintain its data. Do not include the forward slash (/) character in your user name. You may want to use something descriptive, such as a person's name. Or, you can set up user names depending on the user's intended access rights (for example, "Sales rep"). User names are NOT case sensitive.
Note: If you are operating on a network, multiple individuals can access the company data using the same user name. For example, two individuals can log on using the "Administrator" user name at the same time. This defeats the purpose of Sage 50's audit trail feature and so is not generally advised.
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.
Password
Enter the user's password. You enter up to 16 alphanumeric characters. Do not include the forward slash (/) character in your password. Avoid passwords that are obvious, like birthdays or names of relatives.
Passwords are case sensitive (that is Password, PASSWORD, and password are all different passwords) and must be unique. Two or more user records cannot have the same password.
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.
Note: In the unfortunate event that you lose your Administrator user name or password and no one else can open the Sage 50 company, contact Sage 50 Customer Support.
- Because a role has not been set up yet for the user, click New Role.
- 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.
- No Access: The user cannot open any Sage 50 window within the program area. Menu options related to the program area or window will be disabled.
- View Only: The user can display the program area or specified Sage 50 window or view existing data but cannot enter a new record or change existing data.
- Add: The user can display the program area or specified Sage 50 window and add new records or transactions.
- Edit: The user can display the program area or specified Sage 50 window, add new records or transactions, and maintain (edit) existing data.
- Full Access: The user can display the program area or specified Sage 50 window, add new records or transactions, maintain (edit) existing data, and delete data. Full access also allows the ability to perform specified system functions.
- 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.
The User Roles window appears.
The Role Setup window appears.
User Roles: Security Access Levels
You can select the following access levels. These levels affect the areas of the Sage 50 program that users can access, as well as the extent of access available.
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 New Role 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.