The Accountant Table Explained.
The Accountant Table within DataGrows is where you will set user rights and add or remove users.
This post will explain the following:
* A Note before we begin: When you first access the Accountant table, you will see that you, as the account owner, have already been added as a Super User role. Please do not change your role. Super User is the highest-ranking role in DataGrows.
How to add a user:
Go to the Accountant table in the Setup Department in the left navigation.
Click on 'ADD RECORD' in the top right corner.
Add a Name and Email. Leave the 'Hand over all work to' field blank. This is only for when someone leaves the firm.
Check the Allocate License checkbox.
Select the appropriate role from the dropdown. Below is a list of Roles with an explanation of each Role.
Save
User Role definitions
1. Super User:
This is the highest-ranking role. They can:
Set up the system
Add and delete clients
Add users
Access all tables
See and manage all reports and tasks
2. Partner:
This is the second-highest-ranking role. They can:
Set up the system
Add clients and users (cannot delete clients)
Access all tables
See and manage all reports and tasks
3. Manager:
This is for managers and team leaders. They can:
See general reports
Add clients
Access all task tables
See all tasks for all users and assist with reviewing tasks
4. Accountant:
This is for accountants and all-rounders. They can:
See general reports
Access all task tables
See all tasks or their own tasks only
5. Assistant:
Personal Assistants or Secretaries that only need to update client information. They can:
Add and update clients
See general reports
Access the Adhoc Department and My Chats
* This role doesn't require a license and is, therefore, free of charge.
6. Custom:
Staff will see the departments selected below.
The departments are the same as in the Menu navigation on the left of the screen.
Users assigned to the below Custom roles can:
Accounting: Access all tables under the Accounting department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.
CIPC: Access all tables under the CIPC department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.
Financials & Tax: Access all tables under the Financials & Tax department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.
Payroll: Access all tables under the Payroll department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.
Tax: Access all tables under the Tax department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.
Filter on own:
Once you have ticked the applicable groups, you will see a checkbox for 'Filter on own data'. This applies to Bookkeepers and Custom role users.
When Checked: Users will only see tasks assigned to them.
When Unchecked: Users will see all tasks assigned to all staff.
How to change a user's rights
To CHANGE rights: You can click on any Accountant/User’s record and change their user role by unchecking the current checkbox and checking the new role you want to assign to them.
How to REMOVE a user:
To delete a user from the app completely, you will need to hand over all of their work first. To do this:
Go to the Accountant table under Setup.
Click on the record of the accountant you want to remove.
Select the accountant that will be taking over their work from the 'Hand over all work to' dropdown.
Save.
Next, check the checkbox next to the accountant's name that you want to delete.
Click on Actions, then Delete Selected.
