Overview
This article will guide you through how to edit and apply roles to users in SmartDocs 360.
Roles and role settings are applied to users, determining what screens and functions that user can access within SmartDocs 360.
Instructions
Add/Edit Role Settings
- To begin, navigate to the Role Settings screen under Users:
| From the Main Toolbar, go to Settings |
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| Select User List |
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| From the Left Toolbar, hover over Admin |
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| Select Role Settings from the toolbar that appears |
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From the User Roles screen, you can manage a user's SmartDocs experience at a global level.
- Select the Role you want to edit, or select + Add New User Role:
A set of options will display that need to be reviewed. These options will be listed based on the left-hand side menu order.
- To enable or disable a function for a role, simply click the toggle next to that function.
Changes will be automatically saved.
By default, SmartDocs will have two default user roles (Admin Users will have full control). Before getting started, it is important to invite the appropriate users, grant and review the correct level of access for all your users invited to your firm.
- Note the default Admin Role is read-only and un-editable.
The default permissions applied to the Admin and Employee roles are outlined below:
| Role Setting | Admin | Employee | Function |
| Add, view, and edit entity. |
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Allows the user role access to add, view, and edit the entities on the Entities screen |
| Delete entities |
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From the entities screen allows the user role to delete entities |
| View entity details only |
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From the Entities screen, only allows the user role to view the entities and their details. |
| Role Setting | Admin | Employee | Function |
| Delete documents |
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From the Documents screen, allows the user role to delete documents |
| Export document data |
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From the Documents screen, allows the user role to export document data to a CSV or to Xero |
| Role Setting | Admin | Employee | Function |
| Manage accounting software connection |
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Users are able to connect to an accounting software with SmartDocs 360 |
| Role Setting | Admin | Employee | Function |
| Invite and manage users |
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From the User screen, allows the user role to invite and manage users |
| Manage user roles |
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From the User screen, allows the user role to manage user roles |
| Entity Management |
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From the Entities screen, only allows the user role to view the entities and their details. |
| Role Setting | Admin | Employee | Function |
| Manage contacts |
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Users are able to create and edit contacts. |
Apply Role to Users
The User Manager screen can be used to:
- Change User Roles applied to users
- Change Groups/Entities that users can access
- Remove someone's access to your SmartDocs 360 subscription
- Reset MFA for individual users
- View activity log details
- To apply a user role to specific users, first navigate to the User manager screen:
| From the Main Toolbar, go to Settings |
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| Select User List |
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| From the Left Toolbar, hover over Admin |
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| Select User Manager from the toolbar that appears |
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- Search for and click on the desired user to open their settings:
- Click the Show button in line with SmartDocs 360 to expand the details:
- Finally, select the desired role from the dropdown menu. The details are saved automatically: