Change from user-based permissions to role-based permissions

If your company is currently set up for user-based permissions, you can seamlessly change to role-based permissions. When you change your company from user-based to role-based permissions, Intacct will do the following for each user:

  • Create a system-generated role for the user.

    The format of the system-generated role name is ::SYS::<tenant type>-ROLE-FOR-<username>.

  • Copy the user’s existing user-based permissions into the system-generated role.
  • Assign the system-generated role to the user.

The net effect is that each user will have the same permissions with role-based permissions as they did with user-based permissions. You can then create the role structure that you want to use and assign your new role structure to the users.

As you assign roles, you can remove the system-generated roles from the users and from the system. The system-generated roles only exist to mimic the original user-based permission assignment.

To change from user-based to role-based permissions:

  1. Go to Company > Setup > Configuration > Company, and select Edit.

    The Company Information page appears.

    If you are using a console, replace "Company" with "My Practice or Console Setup" in this procedure. For example in this step, go to My Practice or Console Setup and select Add (circle) next to Practice or Console Info.
  2. In the Global settings section, change the Permission type to "Role-based".
  3. Select Save.
  4. Go to Company > Setup > Users > Roles. The Roles list appears and displays the system-generated roles.
    You might need to press F5 to refresh your browser to see the Roles option in the Company menu.
  5. Set up your desired roles. Tasks might include the following:
    • Delete a system-generated role: edit the user for whom the role was created, remove the role from the user's Roles tab, and save the user. Then return to the Roles list and delete the role.
    • Rename a system-generated role: duplicate the desired system-generated role, name it whatever you want, and then delete the system-generated role (see previous bullet). The duplication process copies the permission set. You can then edit the permissions for the duplicated role as desired.
    • Add a new role from scratch.