Setting up User Accounts/Permissions: KBA

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Article ID: 4197

Subject: Setting up User Accounts/Permissions in Pro Gold i2 3.xx

Last Modified: July 28, 2013

Applies to: Pro Gold i2 3.xx

Purpose: Access to certain areas of the system can be limited in Pro Gold i2. When a User ID is set up, a user can have access to the entire program, or certain parts. Once a user profile is setup, the user will login to Pro Gold i2 with a username and password that will determine what parts of the program they can access.

Procedure: Below are the steps to setup security settings and create user accounts in Pro Gold i2.

• Step 1: Enter a Password on the Super account

- The Super login is the default master ID

- By default, there is no password assigned to the Super account

- A password should be assigned and given only to those users who should have unrestricted access to Pro Gold i2

- At the Main Menu, select the Settings and Utilities option and click on the Company Defaults icon

- Select the Security Tab

- Verify that Super is listed in the User Name field

- Click Change Password button

- Enter the desired password in the field

- Click Ok button

- Logout and log back into Pro Gold i2 to verify new password

• Step 2: Create a New User Account

- User accounts are necessary when a Pro Gold user has restricted access within the program

- At the Main Menu, select the Settings and Utilities option and click on the Company Defaults icon

- Select the Security Tab

- Click New User button

- Enter a name for the user profile in the User Name field

§ Recommend using the position/billet name for the user name versus using a person’s name (Example: Front Desk)

§ If there is a personnel change, the password can simply be reset

- Click the dropdown box in the Select Area field

- The system will prompt to assign a password for the new account

§ Enter a password in the Enter New Password screen (System is not case sensitive)

- Click the OK button to assign the new password and close the Enter New Password screen

• Step 3: Assign Tab Access (Select Areas of use Within Pro Gold i2)

Assign Tabs

- Use the Select Area dropdown to assign the areas in Pro Gold i2 that the user will access

§ Note: If a user needs access to more than one tab, then each tab needed must be selected and added to the Areas Allowed list of the user account

§ Some areas (i.e., Tabs) can also be restricted by office and contain and office selection option

§ See below for important information on certain Select Area options

- Click the Add button to add the entry to the Areas Allowed list

- Finish adding all of the areas for access to the user account

• To remove an access area, highlight the option and click the Remove button

- Click the Save User button to save the profile

Tab Areas Available The following areas are available in Pro Gold i2:

- Accounting Tab

- Accounts Receivable Tab (Full) *

- Accounts Receivable Tab (Restricted) *

- Banking Tab #

- Contact Mgmt. Tab *

- Payroll Tab

- Property System Tab (Full) * #

- Property System Tab (Read Only) * #

- Property System Tab (Restricted) * #

- Setup Tab (Full)

- Setup Tab (Restricted)

- Vendors and Payables Tab (Full) *

- Vendors and Payables Tab (Restricted) *

* These areas can also be restricted by office (Requires more than one Non Co-op office to be

established in Pro Gold i2)

# Do not assign an office record to Property System Tab options if user uses escrow banking

Tab Permission Options Select Area Options

- Accounts Receivable Tab

• Full: Full access to the Accounting => Customers Menu

• Restricted: Limited to certain areas under the Accounting => Customers Menu :

° No access to the Terms and Balances Tab within the customer record

° No access to the following icons: Assess Finance Charges, Batch Posting, Receive Payments, Print Statements, and Issue Credit Memo

• Office: Can access all Normal customer records and records that have no office assigned (i.e., Not Assigned Office); Can only access Agent customer records for the office that is assigned (Can assign more than one office)

- Banking Tab

• When the Banking Tab is selected, a bank account must also be assigned.

• If the user is to be given access to multiple bank accounts, the Banking Tab must be added with each bank account. (i.e.: For 2 bank accounts, the Banking Tab would be added to the user account twice; one entry with each bank account assigned.)

• Note: Do not assign an office record to the Property System Tab options if the user account uses escrow banking

- Contact Mgmt. Tab

• Office: Can access contact records that have no agent assigned and contact records for the office that is assigned to the user account (Can assign more than one office)

° Note: User account should have same office(s) assigned under the Contact Mgmt. Tab as they do under the Property System Tab option

- Property System Tab

• Full: Full access to the Transactions Menu

• Restricted: Limited access in the Work with Properties icon (no commission details or commission tree access) All other

• Read Only: Limited access to the Transactions Menu: Work with Properties is Read-Only access (showings and marketing can be edited), Property Reports, Batch Marketing and Checklist Calendar icons

• Office: Can only access the property records for the office that is assigned (Can assign more than one office)

° Assigning an office to the user account, removes access to the Agent Deductions, Company Deductions and Commission Plan icons on the Transactions Menu and the Commission Tab of the Agent Information icon

° Note 1: Do not assign an office record to the Property System Tab options if the user account uses escrow banking

° Note 2: User account should have same office(s) assigned under the Property System Tab as they do under the Contact Mgmt. Tab option

- Setup Tab

• Full: Full access to the Settings and Utilities Menu; allows user account the ability to create/view user accounts/permissions (Security)

• Restricted: Access to the Settings and Utilities Menu, except the ability to create/view user accounts/permissions (Security)

- Vendors and Payables Tab

• Full: Full access to the Accounting => Vendors Menu

• Restricted: Limited access to certain areas under the Accounting => Vendors Menu:

° No access to the following icons: Work with Vendors, Accounts Payable, and Batch Posting

° Enter and Pay One Bill icon: Can view, approve and print bills (Note: If bill is not posted, user account can edit Vendor, Terms, Invoice Date, Invoice #, Due Date and Invoice Amount fields)

° Pay Multiple Vendors icon: Can only view bills

• Office: Can access bills that have no office assigned (i.e., Not Assigned Office) and any bills for the office that is assigned (Can assign more than one office)

• Reports: Users are not automatically granted access to reports. Reports must be granted to a user individually through the “Manage Reports” option. For more information, refer to Knowledge Base Article 4198.

References: Below is a link you can use to access Enhancement HelpNet Center resources, which includes the Knowledge Base Article (KBA) Library, Pro Gold i2 Documentation, and Training Webcasts:

http://secured.progoldi2.com

• The Enhancement HelpNet links are located on the right side of the web page.

Related articles: 4198

Keywords: ID Accounts, Login, Permissions, Security, Sign in, User Access, 4197