Managing users on the Sage Provisioning Portal

Summary

This guide explains how to manage users on the Sage Provisioning Portal website for Sage 200.

Process

NOTE: We recommend that you regularly review your user list.

Manage users

To create and manage your users, you'll use both the Sage Provisioning Portal and Sage 200 itself.

First, you must assign users to your site on the Sage Provisioning Portal website.

Authorised Users

The Customer 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.

CAUTION: An Authorised User must be a named individual. It is 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 of our team will contact you to discuss your additional user licence requirements.

You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator. Where you require a user to support a 3rd party solution via the API please check here for further guidance.

This applies to email addresses also and should not be a group or generic email address, for example [email protected]

Assign users to your site from Sage Provisioning Portal

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

It's up to you how you organise your users and what level of access to give to each user. 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 the Sage Provisioning Portal:

Customer Administrator

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

Add users with the roles Customer Administrator or Customer Operations Agent.
Accept terms and conditions.
Download and install the Sage 200 software (Sage 200 App).
Click on the link for the Sage 200 Web Client to access Sage 200 workspaces in a web browser. You must have purchased web user access and enabled this within Sage 200.

Customer Operations Agent

Use this for additional users who also need to access your site in the Sage Provisioning Portal, for additional tasks such as backing up data. They can:

Access your site details.
Backup company data.
Add users with Customer Operations Agent role (administrative) or Customer User role (basic).
Assign users to companies.
Remove users from companies.
View software terms & 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 Sage 200 workspaces in a web browser. You must have purchased web user access and enabled this within Sage 200.

Customer User

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

Access companies they have been assigned to.
Download and install the Sage 200 Standard software (Sage 200 App).
Access to the Self Service web app, if they're set up to a web user.

Accountant

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

An accountant cannot log in to Sage Provision 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 software.

NOTE: Sage 200 is tested with up to a maximum of 50 concurrent users , including both App users and Web users.

App users

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

App users are people that can access the Sage 200 desktop software. 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 software 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 software. 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 requisitions for purchases.
Staff who need to authorise purchase requisitions 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 remove users on your site

Video overview

Steps

Add users

Open the Sage Provisioning Portal and log in.
Select Organisations then Users.
Select Add User.
Enter the user name. Two entries make up the user name: Name and LastName.
NOTE: 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.
Enter the user's Email address.
NOTE: You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator.
The Organization is pre-filled automatically with the information provided when subscription was set up and you can't change this.
Select the user's Role.
You can select more than one role for a user.
Depending on your own Sage Provision Portal role, you'll be able to add users with different roles:
If your role is Customer Administrator, you can add users with the Customer Operations Agent role or Customer Administrator role.
If your role is Customer Operations Agent, you can add users with the Customer Operations Agent role or Customer User role.
TIP: If your role is Customer Administrator but you need to add users with Customer User role, you can edit your own user details and select the Customer Operations Agent role. You will then be able to add users with the Customer User role.
Select Save.
NOTE: 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

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

Open Sage Provision Portal and log in.
Select Dashboard then Site Dashboard.
Select the site Name.
Select Assign User.
Select the user from the drop-down menu.
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.
Click Save.

Assign an accountant to your site

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

This knowledgebase article takes you through the steps for assigning an Accountant user.

Remove users from your site

NOTE: This process means 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 form the list of site users.

Open Sage Provision Portal and log in.
Select Dashboard then Site Dashboard.
Select the site Name.
Select the User and click Delete .

Delete users

Open Sage Provision Portal and log in.
Select Organisations then Users.
Select the user Name.
Select Delete .