Roles information—Consoles

You can create roles for various job functions and assign the permissions to perform certain tasks to specific roles. You can then assign the roles to users and/or user groups.

• System-generated roles are denoted by "::SYS::"
• Roles can be assigned to both users and user groups. A user can be individually assigned roles and also be part of a group that has a role. The user gets the total permissions from all assigned roles.

To view a list of roles, go to My practice or Console setup and locate Roles. From the Roles list, you can add a new role or work with an existing one.

Add a role

1. Go to My practice or Console and select Add (circle) next to Roles.

2. In the Name field, enter a name for the role. You can't change this name after you save the role.
3. Optionally, enter a description of the role.
4. In the Role for user on field, select whether the role will be used in an enterprise company, an Accountant or Partner console (E-Console), a Management console (Multi-entity distributed), or a multi-entity shared company. The Subscription set that appears for you to assign permissions is based on this selection.
5. In the Use for field, select whether users assigned to this role will access the type of company selected in step 4 via direct log in and/or slide in only.

   Typically, console users log in directly to their console and slide in to instances to perform operations for instances. If you are creating a role for console users to use in the console, select "Login only". If you are creating a role for console users to use in instances, select "Slide in only". If you are creating a role for console users to use in both their console and in instances, select "Login and slide in".

   If you are adding a role that will be used for slide in, refer to External user permissions.
6. Select Save. The Roles subscriptions page appears.
7. Select Permissions next to an application to which you want to assign permissions. A Permissions window appears.
8. Select the checkboxes for the functions you want users assigned to this role to be able to perform and then select Save.

9. Repeat steps 7-8 for each desired application.

10. When you have finished assigning permissions to the role, select Save.

Edit a role

1. Go to My practice or Console > Roles.

2. Select Edit next to the desired role.

3. Edit the Description, Roles for user on, and Used for fields as desired.

4. To change permissions, select View subscriptions. The Roles subscriptions page appears.
5. Select Permissions next to an application to which you want to assign permissions. A Permissions window appears.
6. Select the checkboxes for the functions you want users assigned to this role to be able to perform and then select Save.
7. Repeat steps 5 and 6 as desired and then select Save.

View a role

1. Go to My practice or Console > Roles. The Roles list appears.

   My practice or Console means that depending on your console type, you will either see My practice or Console in your application bar. Both applications contain similar menu items.
2. Select View next to the desired role.

Duplicate a role

Duplicating a role provides a fast, easy way to set up a role that has similar subscriptions and permissions.

1. Go to My practice or Console > Roles.

2. Select Edit or View next to the desired role (it doesn't matter which one you select).
3. In the Roles Information page, select Duplicate. After the page refreshes, the Name field is blank and the Description field contains any text from the role being duplicated.
4. Enter a name and change the description as desired. You can't change the name after you save the role.
5. Select Save. The Roles subscriptions page appears.
6. Change any permissions as desired and select Save.

Test a role

As admin in a role-based company, you can toggle between your role and any other to test user permissions. This ability to switch into a role is particularly handy when you are creating or editing a role. You can try out the role to be sure that you have set all the subscriptions and permissions necessary for users in that role to accomplish their daily tasks. In addition, you can ensure that your company's security requirements for viewing information are correctly implemented per role.

1. In the Roles list, locate the role you want to switch into, and select Try role. Your company environment changes to reflect the applications and features that a person in that role can access.
2. To switch back to your admin role, simply select Switch back to my role on the blue bar at the top of the page.

Import and export roles

Importing and exporting roles allows you to quickly duplicate or transfer information between Intacct instances. For example, solution consultants often need to assign the same roles and permissions to several users, then modify permissions across several modules for those users. Importing roles is often a much quicker way to assign broad permissions to large groups.

Field descriptions

The following table describes each item in the Roles information page:

Roles field descriptions

Field	Description
Name	The role name. You can't change the role name after you save the role.
Description	A meaningful description of the role. You can change the description as desired.
Role for user on	In what type of company will the role be used? Options are: Enterprise: single entity company with unique chart of accounts. Lets you set permissions for GL, AR, AP, and so on for use in an enterprise company. Accountant console: Accountant or Partner console. Lets you set permissions for My practice, My instances, and so on for use in a console. Multi-entity distributed: separate companies with different charts of accounts accessed from a Management console. Lets you set permissions for Console, My instances, and so on for use in a Management console. Multi-entity shared: multiple units or locations with the same chart of accounts. Lets you set permissions for GL, AR, AP, and so on for use in a multi-entity shared company.
Use for	How will users with this role access other companies? Options are: Login and Slide in: users with this role will access a company either by direct log in or slide in by a console. Login only: users with this role will access a company only by direct log in. Slide in only: users with this role will only access a company by sliding in through a console. Typically, console users log in directly to their console and slide in to instances to perform operations for instances. If you are creating a role for console users to use in the console, select "Login only". If you are creating a role for console users to use in instances, select "Slide in only". If you are creating a role for console users to use in both their console and in instances, select "Login and slide in". If you are creating a role that will be used for slide in, refer to External user permissions.
View subscriptions	Displays only when you view or edit a role. Select to go to the Subscriptions page to view the applications to which the role is currently subscribed or to view or change permissions to which the role is currently assigned.