Accounting, Administrator, and CRM Role Types

When you set up security roles, you identify the role as belonging to one or more of three main categories: Accounting, Administrator, or CRM.

Select the Type of Role on the General tab of Configuration > Security > Roles.

Accounting User

An Accounting user can approve projects, vendors, and employees for use in accounting applications. The System Administrator may designate certain Info Center fields as required for an Accounting user. An Info Center record cannot be saved if required fields are empty.

This option is available:

• When Vision Accounting and Vision CRM are installed — The type of role can be set to Accounting, which enables the Select Period dialog box in Vision.
• When only Vision Accounting is installed — The type of role can be set to either Accounting or Administrator, which allows firms with non-accounting users to enter new projects and associated information, without the ability to approve them for use in accounting applications (for example, Timesheet).

CRM User

This option is available when Vision Accounting and Vision CRM are installed. It gives users access to employee, project, and vendor records marked as Available to CRM users. If the user is not also marked as an Accounting user, he or she is allowed to enter new employee, project, and vendor records without completing fields required for Accounting users. CRM users cannot approve records for use in accounting applications.

The Administrator may designate certain Info Center fields as required for a CRM user. An Info Center record cannot be saved if required fields are empty.

Administrator User

Select this option to give the role Administrative privileges for the following:

• Dashboard — The Administrator can save the dashboard layout for other users.
• Process Queues — The Administrator can stop and start process queues and see jobs submitted by other users in the process queue manager.
• Lookups — The Administrator can access all records in lookups (even if they are not available for CRM and/or Accounting users).
• Info Center — The Administrator can use the Tab Designer to customize Info Center labels.
• Login — The Administrator is allowed to log in even if all users are disabled in the User Activity application.

Example

A marketing user whose role type is CRM sets up a new project called XYZ. After a period of time, the XYZ Project progresses to the point where it is necessary to enter accounting information for the project. The CRM user selects the Available to Accounting Users option on the General tab of the Project Info Center record for project XYZ.

A person in the accounting department, whose role type is Accounting, now sees the XYZ Project in her list of projects. She goes to the Accounting tab of the Project Info Center record for project XYZ and enters the relevant accounting information. She also selects the Available for Use in Accounting Applications option on the General tab. (This option is not available for a CRM user.)

Now the project is available for use on timesheets and for accounting purposes.