Permissions overview

In general, permissions let you decide what a user is able to see and do within each application. Permissions also allow you to simplify a user's environment, because users see menu items for only areas of the product to which they have access.

Permission basics

Users don't have the ability to view and change records until you assign them the permissions to do so.

Permissions enable users to perform a particular function or task within a specific area of the product. For example, you might grant a user permission within the General Ledger to view financial reports but not to create, edit, or delete them.

The functions you can assign vary by application. Therefore, you won't see all actions in every Permissions window. You’ll see only the actions relevant to the application or module.

Lists

Every application contains lists of records that keep track of everything from your suppliers to your current accounts. For each list, you can give the user permissions that define what they can do with that list.

Permission	What the user can do
List	User can display the list. For example, a user who has "List" permission to Current Accounts in Cash Management can go to Cash Management > All/Setup > Accounts > Current and see the list of current accounts. However, unless they have other permissions to this list, they won't be able to view an existing current account or add, edit, or delete an account.
View	User can open and display a record. However, the user can't make changes or delete the record unless they also have "Edit" and "Delete" permissions.
Add	User can add a new record.
Edit	User can edit a record.
Delete	User can delete a record.
Other permissions	Lists can have additional permissions that control access to a particular feature or type of information.

Transactions and other activities

Transactions are handled by applications in Intacct and can be managed from lists. For example, the ability to enter AP supplier invoices is controlled by permissions to the AP supplier invoices list in Accounts Payable.

Activities are generally processes, such as printing cheques, that you can give the user permission to run.

• To give a user permission to enter a transaction, use the List, View, Add, Edit, and Delete options for that list. Some lists contain additional options such as Reverse or Reclassify.
• To give a user permission to perform an action, such as emailing an AR sales invoice or printing a cheque, select the Run option for that activity.

Run reports

In the Permissions page, be sure to scroll down to the Reports section and give users access to any reports that they need to run.

• The permission to Run a report includes the ability to view, print, and export the report.

Import data

In general, the ability to import data requires permission to the Import data page in Company > Setup. This permission is required even if the import is performed outside of the Company Setup Checklist.

Use shortcuts to grant or remove permissions quickly

At the top of the Activities and lists and Reports sections, you'll find 3 radio buttons that let you quickly configure permissions across that product area. For example, granting full access to Accounts Payable is as easy as selecting the All option at the top of the Activities and lists section and at the top of the Reports section.

Area	Shortcut or Radio button options
Activities and lists	None: User has no permissions to activities and lists. Read Only: User can list and view records. All: User has permissions to all activities and lists.
Reports	None: User has no permissions to run reports. Read Only: User can run a select subset of reports only. All: User can run all reports.

Do I need to grant users permissions to new features?

When a new feature is added, you'll typically need to grant permissions to users. This allows you to control who is able to use those new features.