Create and manage users in the Sage Provisioning Portal

This is only applicable to Sage 200 Professional deployed via the Sage Provisioning Portal.

To add new users, you will need to:

  1. Create users and assign them to your site in the Sage Provisioning Portal.

  2. Add new users in System Administration

Create a new user in the Sage Provisioning Portal

About authorised users

The Customer Administrator (Administrator) will add all Authorised Users to your Sage 200 site.

You should add Authorised Users in accordance with the Sage 200 Terms and Conditions.

  • An Authorised User must be a named individual. It's important to use named users, as it provides a clear audit trail of who has undertaken activity on your site or data.

  • You should not create generic user accounts that can be used by more than one person. If we notice that generic user accounts are being used on a site, then the user account will be locked and one our team will contact you discuss your additional user licence requirements.
  • You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator.

About user roles

You can assign user roles within Sage Provisioning Portal. Only users with administrative access in Sage Provisioning Portal can add users.

It is up to you how to organise your users and what level of access to give to each user. For example, smaller companies might want to manage things in a flat structure, and assign all users as customer operations agents so that they can perform backups as required. In a larger organisation, you might want to restrict that activity to only one or two users.

You can have the following types of users in Sage Provisioning Portal:

This should be the main contact between your organisation and Sage.

Note: This user role may be referred to as either a Customer Administrator (for a site) or an Administrator (for a customer).

This user can:

  • Add users with the roles Customer Administrator (Administrator) or Customer Operations Agent (Operator).

  • Accept terms and conditions.
  • Download and install the Sage 200 software (Sage 200 App).

  • Access the Sage 200 Web Client (Self Service web app) to use workspaces in a web browser, if they're enabled as a Web User.

Use this for additional users who also need to access your site in Sage Provisioning Portal, for additional tasks such as back up data.

Note: This user role may be referred to as either a Customer Operations Agent (for a site) or an Operator (for a customer).

This user can:

  • Access your site details.
  • Backup company data.

  • Add users with the roles Customer Operations Agent (Operator) or Customer User (User).

  • Assign users to companies.
  • Remove users from companies.
  • View software terms and conditions.
  • View audit history of actions performed on the site.
  • Lock and unlock users.
  • Delete users.
  • Download and install the Sage 200 Standard software (Sage 200 App).

  • Access the Sage 200 Web Client (Self Service web app) to use workspaces in a web browser, if they're enabled as a Web User.

Use this for your standard users who just need to be able to access Sage 200 applications.

Note: This user role may be referred to as either a Customer User (for a site) or a User (for a customer).

This user can:

  • Access companies they have been assigned to.
  • Download and install the Sage 200 Standard software (Sage 200 App).

  • Access the Sage 200 Web Client (Self Service web app) to use workspaces in a web browser, if they're enabled as a Web User.

Use this for accountants who need to access your site using Sage 200 applications.

An accountant cannot log in to Sage Provisioning Portal or trial products in the portal.

Create a new user

  1. Open Sage Provisioning Portal and log in.

  2. Select Organisations > Users.
  3. Click Add User.

  4. The Organization is pre-filled automatically with the information provided when subscription was set up and you can't change this.

  5. Select the user's Role.

    • If you want to this user to have full Administrator access to all companies, select Customer Operations Agent (Operator).
    • If the user will just be accessing the Web Portal or Self Service web app, then the Customer user (User) role will be sufficient.

The new user will initially be Inactive until they have registered a Sage account, so you can't yet assign them to a site. The user will receive an email that invites them to register a Sage account. Once the user has registered a Sage account, their status will change to Active, and you can then assign them to a site.

Assign the user to a site

  1. Open Sage Provisioning Portal and log in.

  2. Select Dashboard > Site Dashboard.
  3. Click the site Name.
  4. Click Assign user.

  5. Select the User name.

    Note: You can only assign a user who has registered and is Active.

  6. If the user has more than one role, select the user's Role for the company access. For example, Customer Operations Agent (Operator) or Customer User (User).

    Note: A Customer Administrator (Administrator) cannot be assigned to a company, or assign other users to companies.

  7. Click Save.

Manage users

Assign an accountant to your site

You can only assign an accountant to a site that has a Ready status.

  1. Open Sage Provisioning Portal and log in.

  2. Select Dashboard > Site Dashboard.
  3. Select the site Name.
  4. Select Assign accountant.
  5. Select the User.

  6. Enter the accountant's email address and select Search.

    • If the email address is associated with an existing accountant role, the accountant details are displayed. Select the accountant and select Accept. The accountant is assigned to the site and a notification email is sent to the accountant.

    • If the email address is not associated with an existing accountant role, enter the accountant's details and select Accept. The accountant is created and an email is sent to the accountant, to ask them to create a Sage account. When the accountant creates their account, they are added to Sage Provisioning Portal and assigned to your site. An email is sent to notify the accountant.

  7. Select Save.

Change user details

  1. Open Sage Provisioning Portal and log in.

  2. Select Organisations > Users.
  3. Select the user Name.
  4. Amend the user details.
  5. Select Save.

Delete a user

  1. Open Sage Provisioning Portal and log in.

  2. Select Organisations > Users.
  3. Select the user Name.
  4. Select Delete.

Lock or unlock a user

  1. Open Sage Provisioning Portal and log in.

  2. Select Organisations > Users.
  3. Select the user Name.
  4. Select Lock or Unlock.

Remove a user from your site

  1. Open Sage Provisioning Portal and log in.

  2. Select Dashboard > Site Dashboard.
  3. Select the site Name.
  4. Select the User.

  5. Select Delete.

The user will no longer be assigned to the site.

You can assign the user again if you need to, as they are only removed from the company access and not from the list of users.

Add new users in System Administration

User accounts are created in System Administration from your users that you have set up in the Sage Provisioning Portal.

When you open System Administration, the Manage User Lists list shows you a list of all the new users that you've created and assigned to your site in the Sage Provisioning Portal.

User accounts are created automatically in System Administration for your site users.

  • For a new site, all users will have a status of New. When you click OK, user accounts will be created in System Administration for each New user.

  • For an existing site, there will be two lists of users:

    • Users that are added to your site and already Linked linked to a user account in System Administration.

    • Users that are Unlinked means the user has been added or removed in your site in the Sage Provisioning Portal. You can either disable unlinked users, or link an existing user account to the unlinked user.

See Manage user lists (update users).

See also

What do you want to do?

Manage user lists (update users)

Set user properties

Change user details

Assign roles to a user

Company access for a user

Enable and disable user accounts

Reference

Companies

Roles