Control User Access to Companies and Reports

BI4cloud Admin Users can add new Users and setup User Access Restrictions as follows under the User Admin tab:

1. Company Restrictions
   • Select which Companies the user can access
2. Reporting Groups
   • Control which areas they can access e.g. can see Sales and Inventory but not Accounts (P&L)
3. Restrictions within Reporting Groups (New Feature)
   • Control which Jobs (MYOB), Tracking Categories (Xero) or Classes (QBO) they can access
4. Workbooks we think you'll like - (Curated Workbooks)

New features added in Oct 2024 for Access Restrictions 

User Admin

Select User Admin from the top menu after logging in.

The list of users will be shown along with a summary of the Companies and Reporting Groups they have access to. Click Edit to setup or change each user's restrictions.

Any Company Restrictions and Reporting Group Restrictions are displayed.

1. Company Restrictions

Use to control which Companies the user can access.

To delete access to a Company press the X in the Company name.

To add a Company restriction, click in the white (blank) area of the Company display box and select each company from the pull-down list to select it.

2. Reporting Groups

Control which reporting areas a user can access e.g. allow a Salesperson to see Sales and Inventory reports but not Accounts (P&L and Balance Sheet).

To delete access to a Reporting Group press the X in the Reporting Group title.

To add a Reporting Group restriction, click in the white (blank) area of the Reporting group display box and select each Reporting Group from the pull-down list.

Save when you're done.

What are the Groups that start with zz ?

Reporting Groups starting with zz are legacy report mappings and favourite reports that have been superseded. Your BI account may continue to have old user favourites that use these and so this allows you to continue to access these old reports. If in doubt leave these out as you can always add each back later.

We recommend you use the newer report mappings to recreate and replace any old reports that were based on zz report mappings. See the following links to learn more about the new reports:

• Release Notes for Profit & Loss Reports and
• Release Notes for Sales Reports.

3. Reporting Group Restrictions Access - Workbooks Only (New)

Several Reporting Groups have the ability to setup further Access Restrictions.

This allows you to give a user access to the Accounts Group but then further restrict their access to only certain areas for example:

• Tracking Categories (Xero),
• Classes (QBO)
• Jobs (MYOB)

When Reporting Group Access Restrictions are available for a specific Reporting Group a button will appear for that module. 

If restrictions are already set this button appears yellow coloured. Clicking the button opens a screen where you can select and edit the restrictions.  

The example below is where BI4Cloud is connected to a Xero file and the user is restricted to only view data from these 5 Tracking Category Options.

4. Workbooks we think you'll like (Curated WorkBooks)

When your connected file is synced with Bi4Cloud it is profiled to determine various attributes such as whether you hold and sell inventory,  whether you use Classes, Tracking Categories, Job or Branches.  If these are detected then a number of specific workbooks that cover those areas will be displayed in the Curated Workbooks section. 

The workbooks you opted-in for will be shown

Click in the shaded area for a list of all curated workbooks that can work with your file. The ones in Blue have already been selected and those in Black can be chosen. Scroll the list and choose what is appropriate. Press Save when done.