Assign feature access to users

Find this screen

Open: Settings > Organisational and Financial > User Access.

How to

Assign feature access to a user

As an administrator, you can choose which features each user can access. If a user does not have access to a feature, they will not be able to see or use that feature in Sage 200cloud.

Note: If you change feature access for a user, they will have to log out and back in again to see the changes.

  1. Select a user in the Users list.

    The Feature access for... tab displays all features that are available. The user will have access to features that are ticked.

  2. Select the features that the user will be able to access.
  3. Click Save.

Remove feature access from a user

You can remove access to a feature at any time.

  1. Select a user in the Users list.
  2. The Feature access for... tab displays all features that are available. The user will have access to features that are ticked.

  3. Clear the check box for the features that you want to remove access to for this user.
  4. Click Save.

Copy feature access from another user

You can copy features from one user to another.

  1. Select the user in the Users list that you want to copy the feature access to.
  2. Click the Copy to (user) from drop-down list, and select the user to copy the features from.
  3. Click Copy.
  4. The feature access options are copied to the user. Check that these are correct and make any changes required.
  5. Click Save.

Assign administrator access to a user

Only users with administrator access have access to the User Access screen. You must always have at least one administrator user.

To give a user administrator access:

  1. Select the user from the Users list.
  2. Select the Administrator check box.
  3. Click Save.

To remove access:

  • De-select the Administrator check box for the user.

Assign web user access to a user

A Web User can access workspaces and Excel reports in a browser using the Sage 200cloudSelf Service web app.

You can check how many of your web user licences have been allocated by checking the Assigned web user licences at the bottom of the Users list.

  1. Select the user from the Users list.
  2. Select the Web User check box.
  3. Click Save.

To remove web user access:

  • De-select the Web User check box for the user.

Assign Super Authoriser access

A Super Authoriser user can view and authorise all purchase orders and requisitions, regardless of any authorisation rules.

  • Select Super Auth for the user.
Note:
  • If you set an alternative authoriser for this user, the alternative authoriser will not inherit the Super Authoriser permissions.
  • Once a Super Authoriser has authorised a purchase order, no other authorisation is required, even when the purchase order is covered by more than one rule group.

Set up Sage Contact with Microsoft 365

After you activate your Microsoft 365 subscription, connect your Sage 200cloud site to your Microsoft 365 account.

Note: Only a single Sage 200cloud site may be connected to your Microsoft 365 account. A site may include more than one company database.

To connect Sage 200cloud with your Microsoft 365 account for your site:

Open: Settings > Organisational and Financial > User Access.

  1. Select Configure Sage Contact.
  2. Sign in to Microsoft 365 using the Microsoft 365 administrator account that's linked to Sage 200cloud.
  3. You will be asked to accept permissions for Sage 200 API Configuration. Click Accept to continue.

Note: Once you've given permission for Sage 200cloud to access your Microsoft 365 account, you must also enter the Microsoft 365 email address for each user account in Sage 200cloud.

Give users access to Sage Contact, Power BI, Power Automate, or the API

For people that use connected apps or the API, you need to enable Azure Active Directory (AD) authentication and enter their Microsoft 365 email address.

This is required for users that will access:

  • The Sage 200cloud connected apps, such as Sage Contact.
  • Microsoft Power BI.
  • Microsoft Power Automate, including email notification flows for purchase requisitions and changes to supplier bank details.
  • The Sage 200cloud API, for example third-party applications.

Open: Settings > Organisational and Financial > User Access.

  1. Select the user from the Users list.
  2. Select the API tab.
  3. Enable Azure AD.
  4. Enter the user's email address for their Microsoft 365 account.

Set up email notifications

To use this feature, you'll need to use Microsoft Power Automate with an Microsoft 365 subscription.

You can send email notifications when:

  • Purchase requisitions require your authorisation, or your requisitions have been approved or rejected.

    Note: To receive these notifications, you must set up the purchase requisitions flow for email notifications.

  • Changes have been made to the bank details for supplier accounts.

    Note: To receive these notifications, you must set up the supplier bank details flow for email notifications.

Open: Settings > Organisational and Financial > User Access.

  1. Select the user from the Users list.
  2. Select the API tab.
  3. Enable Allow notifications.
  4. Enter the user's email address to be used for email notifications.

To set up the flows used for email notifications, see Set up Microsoft Power Automate with Sage 200cloud.


Useful info

About User Access

Users are added and assigned to companies in Sage BMS Online Services, and then they will appear in the Users list for the company in the Sage 200cloud desktop.

The user that's set as the administrator on your site is automatically set as an Administrator user in the app. Only an Administrator set in the app can open the User Access screen.

Here you control which features that each user can access. A user will only see features in the menu or lists that you have selected for them.

We advise you to review all of the options so you are aware of the access you are giving to different users. How you choose the options for your users depends on how big your organisation is, how many users you have and whether they perform discrete functions within the organisation. You can change access assigned to users at any time so you don't have to get it right first time. But you may want to restrict user access to some areas of the system to start with and add access as you see it is required.

Additional sales order permissions

There are further user permissions you can set for your sales orders. These are in addition to the user access you set here.

These allow users to view profit and discount on orders, enter orders for customers whose accounts are on hold, change unit price and discount on order lines, create purchase orders from sales orders (back to back orders) and change cost prices of stock items that use the FIFO costing method. See Invoice and order user permissions.

Additional accounting period permissions

There are further permissions you can set for you accounting periods. These are in addition to the user access you set here.

These allow users to open and close accounting periods and change period dates. See Set accounting period permissions.

Using administrator access

The Administrator user has access to every screen and only users with administrator access can access this User Access screen.

You can have as many Administrator users as you like, but you must always have at least one.

At least one user must always have administrator access. If only one user has administrator access, then you can't remove the access until you give the access to another user.

Users with administrator access always have sales order user permissions switched on by default.

About web users

Web users are users who can access parts of Sage 200cloud via web browser, such as the Self Service web app and web based sales orders. You are charged per web user as part of your subscription, but a web user costs less than a full app user.

You can have up to 100 web users per site. You specify the number of Web Users you require on your site. This is the total number of users that can be assigned web access. Unlike the desktop app, this isn't related to whether these users are signed into a web app or not.

It's useful to assign web access to users who don't need to use the Sage 200cloud desktop app. These might be:

  • Budget holders or heads of department so they can check their spend against budget.
  • Staff who need to complete requestions for purchases.
  • Staff who need to authorise purchase requestions or purchase orders.
  • Finance managers so they can see the current financial position of your organisation.
  • Sales people so they can see details of customer accounts and enter orders whilst away from the office.

How to use the Self Service web app

The Self Service web app allows users to access Sage 200cloud workspaces and excel reports via a web browser. A user will only be able to open the workspaces that they have access to through normal user access rights.

The total number of web users that you can have is set in your subscription. You can change this, but note that it may affect you subscription costs.

Once all your web user licenses have been assigned, you can't select Web User for another user. You need to remove the web access from a different user first.

How to use web based sales orders

This allows you enter sales orders from anywhere, without having the desktop app installed. All the sales order permissions that are set in the desktop app, also apply to web based sales orders.

This is useful for any staff that need to create sales orders whilst they're away from the office.

  1. Open this website: https://onlineservices.sage200.co.uk/Account
  2. Sign using your Sage ID credentials. These are the same details set up in Sage BMS Online Services and for the desktop app.
  3. Select Sage 200 Standard Online. So you miss this step next time, select Remember my choice.
  4. If you have more than one company for your site, select the Company

User access for multiple companies

If you have more than one company on the same site, a user's access rights will be the same across all companies.

For example, if you give a user access to create sales orders in company A, then that user will also be able to create sales orders in company B.

Therefore, take care when changing a user's access rights for one company, as their access will be also changed for all other companies in the same site.


Fix it

Can't assign a web user?

If you can't assign a new web user, you may have already reached the maximum number of web users that's allowed by your license. To check how many of your web user licences have been allocated, look at the number of Assigned web user licences at the bottom of the Users list.

If you've reached your maximum number of web users, you can remove web user access from a user, so that you can assign it to someone else instead.

If you need to increase the number of web users in your licence, you can do this is done using Sage BMS Online Services. This may affect the cost of your subscription, so you'll need to contact out customer services team first.

Can't remove administrator access from user?

You can't remove administrator access from a user if they are the only administrator. You will need to set another user as Administrator, before you can remove administrator access from the first user.

Can't see a user in the list

If you can't see a user in the list, make sure that you have assigned them to your site in Sage BMS Online Services.

User can't sign in?

If you've assigned access to a user but they still can't sign in, make sure you've added the user to the company on the Company Management screen.


What happens when

What happens when I change feature access?

If you change feature access for a user, they will have to log out and back in again to see the changes.