Control User Access to Companies and Reports

Summary

BI4Cloud Admin Users can add new Users and setup User Access Restrictions as follows under the User Admin tab. Note the Restrictions need to be setup in this Order:

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. These restrictions need to be setup within each Reporting Group separately
4. Workbooks we think you'll like - (Curated Workbooks)

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.

Reporting Groups are modules of reports. Examples

• Accounts  Reports include Profit & Loss, Balance Sheet, Trial Balance
  • these can have further Restrictions set like Class, Tracking Categories, Jobs or Job Headers
• Jobs Reports are MYOB Job reports
  • these can have Restrictions set for Jobs or Job Headers
• Sales Reports include Sales Analysis, Sales v Inventory, Aged Receivables
  • these can have restrictions for Customer, Salesperson, Customer Salesrep 

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Reporting Groups starting with zz are legacy report mappings and favourite reports that have been superseded.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 under them. 

This allows you to give a user access to a specific Reporting Group and then further restrict their access to only certain areas within that for example:

• Accounts - Restrict by
  • Tracking Categories (Xero),
  • Classes (QBO)
  • Jobs or Job Level 1 (MYOB)
• Jobs (MYOB) - Restrict by
  • Jobs or Job Level 1 (MYOB)
• Sales - Restrict by
  • Customer
  • Salesperson
  • Customer SalesRep
• Sales Orders - Restrict by
  • Salesperson
  • Customer SalesRep
• Purchases - Restrict by
  • Job Level 1
  • Supplier

NOTE: When setting Reporting Group Restrictions these need to be setup separately under each Reporting Group that you have provided access to. For Example if you provide a user with Access to both the Accounts (P&L) and Jobs Reporting Groups and you wish to restrict a user to only certain Job numbers then you need to setup the Job number Restriction under both the Accounts and the Jobs Reporting Groups. 

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 will coloured yellow. 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.