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Managing Access Rights in ProSeries

Intuit Help
Intuit

Managing Access Rights in ProSeries

Starting in tax year 2019 you will no longer need two separate logins for ProSeries Professional Edition if you use the Access Rights feature, this has been merged with your ProSeries Manage Users login. This allows you to easily manage your employee's access, not only to the software but to specific features within the program itself.

You can quickly turn on Access Rights in your 2019 and 2020 software:

  1. From the Tools menu, select Users & Access Rights.
  2. Select Enable/Disable Access Rights Feature.
  3. Select Yes and then Next.
  4. If this is your first time setting up Access Rights it recommended to assign roles now by clicking Yes and then Continue.

You can easily assign a ProSeries Role to any user that already has access to ProSeries:

  1. From the Tools menu, select Users & Access Rights.
  2. Select Manage Users.
  3. In the PROSERIES ROLE column choose one of the four pre-defined roles: Administration, Power User, Tax Preparer or Data Entry; or you can create your own role.

ProSeries has four pre-defined roles:

Administrator:  At least one person in the firm should be the administrator. This role allows you to change other employees' roles as well as has full control over the ProSeries Features.

Data Entry: This is the most restrictive role. This user will be able to open and enter data into returns and print basic reports.

Power User:  This user will have management level control however they will be restricted from sensitive business information and deleting returns.

Tax Preparer: This user will have the ability to enter and e-file returns but will have limited access to changing program options and deleting returns.

You can see, and modify, the full list of what these roles have access to in your program:

  1. From the Tools menu, select Users & Access Rights then Manage User Roles.
  2. Click on the User Role on the left side to see Areas of Access.

You can create your own role on the same screen by clicking on Add New Role.

 

With ProSeries Professional Edition 2018 and prior the Access Rights feature can be used to control access to specific program features.  When the Access Rights feature is enabled users must login in order to access any client data in the program users can be setup to have limited access to program functions.

  1. Open ProSeries.
  2. From the Tools menu, select Access Rights then Enable/Disable Access Rights Feature.
  3. Select Yes, I want to enable and setup the Access Rights feature and click on Next.
  4. This will allow you to setup the first Administrator user by entering the following:
    • User Name
    • Password
    • Confirm Password
    • Password Hint
  5. Click on Next.
  6. Select either the Yes, I want to add additional User Names Now or No, I don't want to add additional User Names Now, and then click on Next.

This will be used to provision new Access Rights users.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage Users.
  3. Click Add New User.
  4. Enter a User Name, User Password, Confirm User Password, select a User Role and then click OK.
  5. Provide the new user their login and temporary password.

An existing User can be modified to change the User Name and Role. Typically this feature is used to change the permissions available to a user by altering the assigned User Role.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage Users.
  3. Highlight the name of the user.
  4. Click on Modify User.
  5. Adjust the User Name and/or the User Role, then click on OK.

Used to remove an existing Access Rights User from ProSeries.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage Users.
  3. Highlight the name of the user.
  4. Click Delete User.

Custom User Roles can be created and saved to provide greater control to program features and functionality. Once created and saved, the custom roles will be displayed alongside the default user roles: Administrator, Data Entry, Power User, and Tax Preparer.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage User Roles.
  3. Click Add New Role.
  4. Enter a name and description for the role.
  5. Select the Areas of Access and Access Items and click OK.

Used to customize existing User Roles, such as the default Access Rights Administrator, Data Entry, Power User, and Tax Prepare User Roles.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage User Roles.
  3. Highlight the name of the user role.
  4. Click Edit Existing Role.
  5. Click on OK in the prompt window.
  6. Make any desired changes to the Role Name, Role Description, Areas of Access, and/or Access Items, then click OK.

Used to Remove an existing User Role from Access Rights.

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage User Roles.
  3. Highlight the name of the user role.
  4. Click Delete Existing Role.
  5. Click on Yes to delete the user role.

Any ProSeries Access Rights Administrator can reset the password for other users. To reset an Access Rights User's Password:

  1. Open ProSeries.
  2. From the Tools menu, choose Access Rights then Manage Users.
  3. Highlight the user whose password needs reset and click Reset User Password.
  4. Enter a temporary password for the user.
  5. Provide the user their new temporary login information.
  1. Open ProSeries to the login screen.
  2. Enter the desired user name.
  3. Click in the Password field, so the cursor is now blinking there.
  4. Hold down the ALT key and at the same time tap the F12 key.
  5. Release the F12 key and with the ALT key still suppressed, press the letter C.
  6. Contact Customer Service at (800)434-6818  and provide the six digit code.

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