2020-07-30 06:00:54InnovationEnglishSee how QuickBooks Enterprise gives everyone in your organization access to exactly what they need when they need it, without compromising...https://quickbooks.intuit.com/blog/us_blog/uploads/2020/07/Converting-.jpghttps://quickbooks.intuit.com/blog/innovation/how-to-streamline-workflows-and-reduce-manual-errors-with-custom-user-permissions/How to streamline workflows and reduce manual errors with custom user permissions

How to streamline workflows and reduce manual errors with custom user permissions

5 min read

As your business becomes more complex, so does the number of people in your organization accessing your business management software. From junior-level salespeople to head of operations, your team needs to keep things running smoothly. But, granting an operations intern the same level of access to sensitive information as the CFO can compromise security and performance.

This decision between convenience and security creates a dilemma for businesses. However, with custom user permissions in QuickBooks® Enterprise, you no longer have to choose.

This robust feature gives you the flexibility to customize which users have access to specific data, based on their role within the team or organization. User permissions ensure that employees only have access to the information they need to do their job effectively. This way, you can help your team stay productive, while also keeping your data secure.

Let’s explore how you can leverage custom user permissions to propel your business forward.

Customer user permissions: explained

Custom user permissions is a feature within QuickBooks Enterprise that enables you to designate distinct access levels to groups of users as you see fit. Let’s say you need to give a sales rep access to invoices, but want to prevent them from viewing payroll information. Custom user permissions lets you make that happen in just a few clicks.

An easy way to understand user permissions is to think of them like hotel keys: Anybody with a key can use the main entrance into the building (your accounting software), but once they’re inside, they can only unlock their designated rooms.

Custom user permissions is a robust, scalable feature that lets you delegate information with ease and confidence. The result? The right people have access to the right data at the right time. Now that you have a general idea of custom user permissions, let’s dive into some specifics.

What are the different types of roles within QuickBooks Enterprise?

With QuickBooks Enterprise, you can control more than 115 individual activities. This wide range of options is designed specifically for teams that need to set up and manage permissions for large or growing numbers of people.

Let’s take a look at three different types of roles within QuickBooks Enterprise.

Predefined roles

QuickBooks Enterprise comes with 14 predefined roles, designed to help your staff see everything they need to succeed. These cover common roles within most businesses, such as Payroll Manager, Finance, Inventory, and Full Access. Once an employee has been assigned a role, you designate their user access level (i.e., “view-only,” “create,” or “modify.”).

Predefined roles are a great starting point if you’re new to user permissions because they’re not only designed for instant implementation, but also can be edited to align with your unique needs.

Custom roles

In addition to predefined roles, administrators can create their own custom roles from scratch. This gives you the flexibility to decide which specific area of your accounts can be accessed, such as:

  • Expenses
  • Sales
  • Estimates
  • Invoices
  • Employees (if payroll is enabled)
  • Reports
  • Account management

Standard roles

If your team doesn’t need a high level of customization for user permissions, standard roles are a straightforward way of assigning user permissions. These preset roles, which can’t be edited, include:

  • Company admin
  • Standard user
  • Reports only
  • Time-tracking only
  • Take-payments only

Reduce manual information exchanges with custom user permissions

People waste countless hours every year on one painfully tedious task: manually sharing information. If a sales rep has to track down someone in accounting to get access to an invoice, they’re not only wasting their own time, but also interrupting their teammate. Not to mention, it’s easy to make mistakes when transferring information manually.

With QuickBooks Enterprise, you can tweak each user’s interface to make sure they have exactly what they need to perform their daily functions, such as giving sales reps access to invoices. In the past, administrators had to do this manually, but Enterprise enables you to assign custom permissions to groups of employees and edit those permissions at scale. That means your people always have access to the right information at the right time.

By reducing the volume of manual information handoffs, you save time, reduce potential for manual errors, and set your team up for success. Custom user permissions don’t just boost productivity; they can improve your financial security as well.

Customer user permission protect sensitive information

For complex businesses, delegating responsibilities is crucial throughout all departments. While it’s important to trust employees, you don’t want to hand over the “master key” to a junior accountant.

For example, your accounts payable team doesn’t need full access to your company’s payroll information. On the other hand, your accounts payable manager and CFO need more robust access to data in order to evaluate the overall financial health of the business.

Fortunately, you can handle these nuances by assigning custom user permissions that align with the unique structure of your business. Enterprise’s customized user permissions ensure that each team member has a clearly defined role, which keeps workflow organized without compromising the security of your data.

Best practices for customer user permissions

The idea of putting the right information in the right hands is a no-brainer. But, you need a thoughtful, strategic application of custom user permissions in order for your business to fully realize the feature’s potential. Here are three best practices for implementing customer user permissions:

1. Get organizational buy-in. Helping your team understand custom user permissions from a technical standpoint is crucial, but it’s equally important to cultivate a shared vision for how it will promote efficiency within the business. Earning buy-in ensures that your team is confident and creates an opportunity to answer questions before the rubber hits the road.

2. Test your custom user permissions before going live. After creating custom roles, it’s vital to test them before they’re deployed to your larger team. You can do this by assigning roles to a test user and trying the functions you expect that user to perform. Quick tests upfront serve as an insurance policy against large-scale confusion.

3. Keep user permissions clear and consistent. Employees shouldn’t have to waste time deciphering why they do or don’t have access to specific information. Accordingly, administrators must be transparent about user permissions from the get-go, and be prepared to answer questions.

Manage your team with confidence

Just because your business gets more complex doesn’t mean you should give up control over who has access to data. With QuickBooks Enterprise, you don’t have to. In fact, you get more control over your data than ever before with user permissions – all with a few clicks.

Best of all, Enterprise is designed to adapt as fast as your business does. As your operations become more complex, you can quickly add or replace users, and automatically sync them with the user permissions you already designated.

With secure access to the right information, your team will be well-positioned for success, while offering you peace of mind that your business is in good hands.

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.
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