Import roles and features

You can copy roles and features between Sage 200 Professional deployments by exporting and importing roles, to help save time when you're setting up roles.

• First use Export Roles and Features to save all roles and features to a file. See Export roles and features.

• Next use Import Roles and Features to import roles and features from your saved file.

We also provide import files to help you set up a read-only user role. See Read-only user role.

Import roles and features from a file

Open: System Administration

1. Select Roles.

2. Right-click Roles and choose Import Roles and Features.

3. Browse to the XML file and select Open.

   A summary is displayed after the roles and features have been imported, listing the roles added or skipped, and any errors or warnings.

File format

This is an example of the XML file format that's produced when you export roles and features.

<?xml version="1.0" encoding="utf-8"?>
<RoleFeaturesSettings xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
  <RolesAndFeatures>
   <SAARolesAndFeatures
      RoleID="1105">
      <RoleName>Test Role</RoleName>
      <RoleCanUseMessenger>0</RoleCanUseMessenger>
      <RoleRemoteUsersAccessOnly>0</RoleRemoteUsersAccessOnly>
      <Features>
        <SAARolesAndFeaturesFeature
          FeatureID="1">
          <FeatureName>System Administration Services</FeatureName>
          <FeatureGUID>2b9a6a6d-0da1-491d-b059-b6a000129e31</FeatureGUID>
          <FeatureGrouping>System Administration</FeatureGrouping>
        </SAARolesAndFeaturesFeature>
      </Features>
    </SAARolesAndFeatures>
  </RolesAndFeatures>
</RoleFeaturesSettings>

Not all of the XML tags and attributes are used when you import roles and features.

• Details of each role is defined in a SAARolesAndFeatures tag.

  • The RoleID attribute for the SAARolesAndFeatures tag is not required for the import, as the RoleName tag is used to identify the role.

  • The RoleName tag is used to identify the role. If a role with this name already exists, the role and features will not be imported.

  • The RoleCanUseMessenger tag sets the Receive Alerts from Messenger property.

    The RoleRemoteUsersAccessOnly tag sets the Remote Users Access Only property.

    Set 0 to disable a property, and 1 to enable a property. See Set role properties.

• Each feature assigned to the role is defined in a SAARolesAndFeaturesFeature tag.

  • The FeatureID attribute for the SAARolesAndFeaturesFeature tag is not required for the import.

  • The FeatureName and FeatureGrouping tags for the feature are not required for the import, as the FeatureGUID tag is used to identify the feature.

  • The FeatureGUID tag is used to identify the feature. If a feature with this GUID exists in Sage 200, the feature will be enabled for the role. If a feature GUID does not exist in Sage 200 then the feature is ignored.

Read-only user role

We have provided sample import files for you to set up a read-only user role for users. Users of this role have access to features that allow them to view your company data in Sage 200, but not allow them access to change data. This role can be useful for people who only need to view your company data, such as auditors or trustees.

Note: A user with the read-only user role will be counted as a normal user for your licence user limit.

To set up a read-only user role, download the appropriate XML file and use Import Roles and Features to create the role. There are separate read-only user XML import files depending on whether you use Financials The Financials modules in Sage 200 are Sales Ledger, Purchase Ledger, Nominal Ledger and Cash Book. modules, Commercials The Commercials modules in Sage 200 are Stock Control, Invoicing, Sales Order Processing, and Purchase Order Processing. modules, and BOM.