Manage users and access rights

About users

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 removed 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.

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.

How many users can I have?

You can assign as many users as you need to your site. If you have more than one company per site, you can choose which users access which companies from within the Sage 200 desktop app.

Note: We have tested Sage 200 with up to a maximum of 50 concurrent users (logged in at the same time), including both App users and Web users.

When you set up your site you choose the number of App users and Web users to include in your subscription.

App users

App users are people that can access the Sage 200 desktop app. The number of App Users that you specify on your site should be the total number of users who can be logged into the Sage 200 desktop app at any one time.

All the App users who are assigned to the site and the company (if you have more than one) can access the desktop app. For example, if you have a licence for 5 App users, you can still assign 10 users to your site, but only 5 of these can be logged in to the Sage 200 desktop app at the same time.

You can also set access rights for each of these users in the Sage 200 desktop app.

Web users

Web users are users who can access parts of Sage 200 via web browser, such as the Self Service web app. 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.

Note: You don't need to be set as a Web User to access the Web Portal. The Web Portal can be used by any user that has access to your company.

It's useful to assign web access to users who don't need to use the Sage 200 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.

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. This isn't related to whether these users are signed into the Self Service web app or not.

It's useful to assign web access to users who just want access to data from Sage 200, or who need to enter orders when they're away from the office.

You decide which users assigned to the site have web access from within the desktop app.

Add and manage users on your site

To add users in Sage 200, you must first add and assign users to your site, using the Sage Provisioning Portal.

After you have added the user in the Sage Provisioning Portal, you can then assign user access rights in Sage 200. See Assign user access rights in Sage 200.

Watch a video

Adding and assigning users (video)

Add users

  1. Open Sage Provisioning Portal and log in.

  2. Select Organisations > Users.

  3. Select Add User.

  4. Enter the user name.

    Two entries make up the user name: Name and LastName.

    The user name is used to identify the user in Sage 200. So if you have more than one user with the same name, you must differentiate between them using middle name initials or numbers.

    For example, there are two John Smiths working for the same organisation. One of them has a middle initial A, while the other has no middle initial. You can enter John A as the Name and Smith as the LastName for the user with the middle initial of A and John as the Name and Smith as the LastName for the user who has no middle initial.

  5. Enter the user's Email address.

    Note: You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator.

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

  7. Select the user's Role.

    You can select more than one role for a user.

    Depending on your own Sage Provisioning Portal role, you'll be able to add users with different roles.

    • If your role is Customer Administrator (Administrator), you can add users with the Customer Operations Agent (Operator) role or Customer Administrator (Administrator) role.

    • If your role is Customer Operations Agent (Operator), you can add users with the Customer Operations Agent (Operator) role or Customer User (User) role.

    Tip: If your role is Customer Administrator (Administrator) but you need to add users with the Customer User (User) role, you can edit your own user details and select the Customer Operations Agent (Operator) role as well as the Customer Administrator (Administrator) role. You will then be able to add users with the Customer User (User) role.

  8. Select Save.

An email is sent to the user that will invite them to register and activate their account.

The user will initially have a status of Inactive. Once they register their account, their status is set to Active, and you can assign the user to a site.

Assign users to your site

You can only assign users to a site that have registered their account and have a status of Active.

  1. Open Sage Provisioning Portal and log in.

  2. Select Dashboard > Site Dashboard.

  3. Select the site Name.

  4. Select Assign user.

  5. Select the User.

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

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

  7. Click Save.

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 click Search.

    • If the email address is associated with an existing accountant role, the accountant details are displayed. Select the accountant and click 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 click 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. Click Save.

Watch a video: Video: Sage 200 - Accountant User

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.

Assign user access rights in Sage 200

Once users have been assigned to your site in Sage Provisioning Portal, you must decide on their access rights for Sage 200.

Your Customer Administrator user in Sage Provisioning Portal automatically has access to everything in the desktop app. This user can then set access right for all other users.

Assign company access

This is where you decide which companies each user can access - if you have more than one. This is done from the Company Management screen. You simply choose the company and then all users who can log onto that company.

Company access applies to both App Users and Web Users.

Open: Settings > Organisation and Financial > Company Management.

See Manage companies.

Access rights to screens and features

You assign access per user to individual screens and features. Users can access features that are available in the Sage 200 desktop, Web Portal, and Self Service web app. For example, if a user has access to enter a sales order, they can enter orders in either the Sage 200 desktop or Web Portal.

If you have more than one company on the same site, your user access rights are shared across all companies.

Open: Settings > Organisation and Financial > User Access.

See Assign feature access to users.

Assign web user access

These users can access Sage 200 data via the Self Service web app.

You can only assign web access to the number of Web users specified in your subscription.

See Set up access to the Self Service web app.

See also

Adding and assigning users (video)

Set up a Sage 200 company for the first time

Manage companies

Companies

Assign feature access to users

Set up access to the Self Service web app