Access Rights

Last reviewed: 01/07/2011
Article ID: R10873

The information in this article applies to:

Tabs3 Version 15, 14, 12 and 11.2
PracticeMaster Version 15, 14, 12 and 11.2
General Ledger Software (GLS) Version 15, 14, 12 and 11.2
Accounts Payable Software (APS) Version 15, 14, 12 and 11.2
Trust Accounting Software (TAS) Version 15, 14, 12 and 11.2

Note: For information about Access Rights in Version 16, please see KB Article R11348, "Access Rights - Version 16".

SUMMARY

Access profiles are created in System Configuration and are used to assign rights to the various software systems, programs and functions. An access profile defines exactly which functions in PracticeMaster, Tabs3, GLS, APS, and TAS are available to any user who is assigned to that access profile. Once an Access Profile has been defined, it can then be associated with the individual users who will then have those collective rights. A predefined access profile called "Manager" is automatically created and cannot be modified or deleted. Any user who is assigned to the Manager access profile has all rights to everything. A manager can print a detailed Access Profile List in System Configuration that indicates the rights that have been assigned to individual Access Profiles. Each access profile can be shown with its corresponding Yes or No value.

This article lists which access rights are available for access profiles in the software.

Tabs3
PracticeMaster
GLS
TAS
APS
Frequently Asked Questions

Tabs3 Access rights

The following table shows the various Tabs3 access rights that can be defined in an access profile.

Tabs3 Group	Access Rights Available
Client Information	Browse Client Add Client Change Client Delete Client Browse Client Notes Edit Client Notes Browse Client Funds Add Client Funds Change Client Funds Delete Client Funds Browse Fee Compensation Rules (Version 14 and later) Edit Fee Compensation Rules (Version 14 and later) (See notes)
Fee, Cost & Payment Transactions	Browse Fees Add Fees Change Fees Delete Fees Detail Fee View (See notes) Browse Costs Add Costs Change Costs Delete Costs Detail Cost View (See notes) Detail Cost GLS View (Version 14 and later) (See notes) Browse Payments Add Payments Change Payments Delete Payments Edit Payment Allocations (Version 14 and later) (See notes) Browse Payment Allocations (Version 14 and later) Browse Fee Compensation Info (Version 14 and later) (See notes) Detail Payment GLS View (Version 14 and later) (See notes)
Timekeeper, Category & Transaction Code Information/Misc. Desc.	Edit Timekeeper Browse Timekeeper Edit Category Browse Category Edit Transaction Code Browse Transaction Code Edit Timekeeper Level Descriptions Edit Cost Type Descriptions Edit Task Code Set Descriptions
Bill. Freq./Location/Task Code/(Back Up)/Dial Phone	Edit Billing Frequencies Browse Billing Frequencies Edit Location Browse Location Edit Task Codes Browse Task Codes Back Up Data (Version 14.1 and previous) Restore Data (Version 14.1 and previous) Phone Dialer
Statement Preparation	Client Manager Detailed Work-In-Process Report Summary Work-In-Process Report Aged Work-In-Process Report Write-Up/Write-Down Fees and Costs Adjust Flat Fee Clients Adjust Split Fee Clients
Statements/Statement Setup	Print Draft Statements Print Final Statements Pre-Bill Tracking Pre-Update Statement Report Unbill Final Statements Update Statements Undo Updated Statements Reprint Updated Statements Statement Customization Statement Designer Edit Statement Notes Browse Statement Notes Edit Statement Templates Browse Statement Templates Rename Statement Templates
Accounts Receivable & Client Reports/Conflict of Interest	Accounts Receivable by Invoice Report Detail Accounts Receivable Report Summary Accounts Receivable Report Client List Client Labels Client Rate Report Fee Compensation Rules Report (Version 14 and later) Collections Report (Version 12 and later) Split Fee Billing Report Top Client Report (Version 15.2 and later) Conflict of Interest Check
Management Reports	Allocated Payments Report (Version 14 and later) Cash Receipts Report Client Budget Report Client Funds Report Client Ledger Report Client Realization Report (Version 14 and later) Processed Payments Report (Version 12 and previous) Receipt Allocation Report Timekeeper Realization Report (Version 14 and later) Task Code Budget Report (Version 12 and previous) Timekeeper Status Report Unallocated Payments Report (Version 14 and later) Write-Up/Write-Down Report
Miscellaneous Reports	Billing Frequency List Category List Cost Type Description List Location List Statement Template List Statement Note List Task Code List Task Code Set List Timekeeper List Timekeeper Level List Transaction Code List Text Macro List
Productivity & Transaction Reports/Report Writer/Report Suites	Category Productivity Report Client Analysis Report (Version 14 and later) Client Productivity Report Client Productivity by Timekeeper Report (Version 12 and previous) Credit Card Authorization List (Version 15 and later) Productivity Report by Category/Timekeeper Productivity Report by Tcode/Timekeeper Timekeeper Productivity Report Report Writer Recap of Hours Report Task Code Budget Report (Version 14 and later) Timekeeper Analysis Report (Version 14 and later) Transaction File List Task Code Billing Report Report Suite Manager (See notes) Run Report Suite
Client Related Maintenance	Change Client Options Edit Client Ledger (Version 12 and previous) Browse Client Ledger (Version 12 and previous) Combine Client Ledger (Version 12 and previous) Delete a Range of Clients Edit Receipt Allocation (Version 12 and previous) Edit Split Fee Billing Browse Split Fee Billing Write Off Client Reverse Write Off
Dictionary Maintenance/Integration	Add/Delete Dictionary Words Spell Check Options Create Validation Files PracticeMaster Synchronization Merge Data Capture Transactions Merge Tabs3 Remote Data QuickBooks Integration Edit GLS Integration Setup (Version 14 and later) Browse GLS Integration Setup (Version 14 and later)
Month-End/Year-End /Renumber/Transaction Related	Advance Current Reporting Month (Version 14 and later) Clear Productivity (Version 12 and previous) Change Key Type Renumber Client Renumber Category Renumber Transaction Code Renumber Timekeeper Change WIP Transactions Payment Adjustment Transfer A/R and Transactions Text Macro Maintenance
Utilities/View	Archive Integrity Check Change Beginning Reporting Month Customization Data File Integrity Check Reindex Files Purge Archive (Version 12 and previous) Rebuild Client Ledger Detail (Version 12 and previous) Rebuild Receipt Allocation (Version 12 and previous) View Active User List View Support Log

Notes for Tabs3 Access Rights

Edit Fee Compensation Rules: This option, when enabled, allows the Tabs3 user to edit Fee Compensation rules from the Setup tab in Client Information. This option requires that the Change Client option be enabled as well. If either of these options is not enabled, the user cannot edit Fee Compensation Rules.
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Detail Fee View: This option, when enabled, allows the Tabs3 user to switch from Rapid view to Detail view while in the Fee Data Entry window. If this option is not enabled, the Tabs3 user can only view the Fee Data Entry window in Rapid view.
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Detail Cost View: This option, when enabled, allows the Tabs3 user to switch from Rapid view to Detail view while in the Cost Data Entry window. If this option is not enabled, the Tabs3 user can only view the Cost Data Entry window in Rapid view.
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Detail Cost GLS View: This option, when enabled, allows the user of Tabs3 to open the GLS Integration window while in the Cost Data Entry window and make changes to the default GLS journal entries as well as add or delete journal entries for that cost entry. If this option is not enabled, the user of Tabs3 will receive a message indicating that he does not have access rights when selecting the GLS Integration button on the Cost Data Entry window. The user does not have to have rights in GLS in order to view or modify journal entries for the cost entry. This option is only available in Version 14 and later.
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Edit Payment Allocations: This option, when enabled, allows the Tabs3 user to open the manual Payment Allocation window while in the Payment Data Entry window and make changes to the default payment allocations. If this option is not enabled, the Tabs3 user will receive a message indicating that she does not have access rights when selecting the Payment Allocation button on the Payment Data Entry window. This option is only available in Version 14 and later.
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Browse Fee Compensation Information: This option, when enabled, allows the Tabs3 user to view Fee Compensation Rules while in the Payment Allocation window. If this option is not enabled, the Tabs3 user will not be able to see Fee Compensation Rules on the Payment Allocation window. This option is only available in Version 14 and later.
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Detail Payment GLS View: This option, when enabled, allows the Tabs3 user to open the GLS Integration window while in the Payment Data Entry window and make changes to the default GLS journal entries as well as add or delete journal entries for that payment entry. If this option is not enabled, the Tabs3 user will receive a message indicating that he does not have access rights when selecting the GLS Integration button on the Payment Data Entry window. The user does not have to have rights in GLS in order to view or modify journal entries for the payment entry. This option is only available in Version 14 and later.
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Report Suite Manager: This option, when enabled, allows the Tabs3 user to, add, change, and delete reports in the Report Suite Manager. This does not, however, allow the user to run the Report Suite reports. In order for a user to run Report Suites, the Run Report Suite access right must be enabled.
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PracticeMaster Access Rights

The following table shows the various PracticeMaster access rights that can be defined in an access profile.

PracticeMaster Group	Access Rights Available
File Information	Browse Client Add Client Change Client Delete Client Browse Related Party Add Related Party Change Related Party Delete Related Party Browse Calendar Add Calendar Change Calendar Delete Calendar Browse Calendar Code Add Calendar Code Change Calendar Code Delete Calendar Code Browse Billing Lookup Files (See notes) Add Billing Lookup Files (See notes) Change Billing Lookup Files (See notes) Delete Billing Lookup Files (See notes) Browse Journal Add Journal Change Journal Delete Journal Browse Document Management Add Document Management Change Document Management Delete Document Management Browse Fee Add Fee Change Fee Delete Fee Browse Cost Add Cost Change Cost Delete Cost Browse Text Macro Add Text Macro Change Text Macro Delete Text Macro Browse Other Files (See notes) Add Other Files Change Other Files Delete Other Files Client Manager
Timer/Form Designer	Timer Process Timer Records/Convert to Fee Settings Form Designer (See notes)
Back Up (Version 14.1 and previous)	Back Up Data (Version 14.1 and previous) Restore Data (Version 14.1 and previous) Note: In Version 14.2 and later, these two functions were moved to the System Activity tab of the Access Profile window.
Calendar	Calendar Display Browse Plans Edit Plans Browse Plan Templates Edit Plan Templates Process Plan Template (Ver. 15.3 and later includes rights for Generate CompuLaw Dates and CompuLaw Date Maintenance) Browse Holidays Edit Holidays by Venue Reserved
Document	HotDocs Assembly and Cross Reference (See notes) HotDocs Assembly Add/Edit Records Word Document Assembly Word Template Editing
Reports	Daily Report Conflict of Interest Search (Version 14.1 and previous) Contact Search (Version 14.1 and previous) Report Writer (See notes) Report Writer Design (See notes) Report Writer Runtime (See notes) Client Inactivity Report (Version 15.2 and later)
Search	Conflict of Interest Search (Version 14.2 and later) Document Search (Version 14.2 and later) Contact Search (Version 14.2 and later) Search Settings (Version 14.2 and later)
eNotes (Version 15 and later) [Only applicable in Client Server Versions (CSV) of PracticeMaster Premier]	Enable PracticeMaster eNotes Reply To eNotes Send New eNotes Permanently Delete eNotes Edit eNote Preferences Access to All Users' eNotes
Maintenance/Synchronization /Integration	Add/Delete Dictionary Words Spell Check Options File Maintenance Import Data Wizard (Version 14.2 and later) Check In and Out Briefcase Tabs3 Synchronization QuickBooks Integration Handheld Integration WORLDOX/iManage Integration (Version 15.1 and previous) WORLDOX Integration (Version 15.2 and later) Change Key Type Renumber Client Renumber Category Renumber Tcode Renumber Timekeeper Conflict of Interest (Version 14.1 and previous) E-mail Configuration (Version 12 and later) (See notes) E-mail Security (Version 12 and later) (See notes)
Utilities/View	PracticeMaster Customization Data File Integrity Check Reindex Files View Active User List View Support Log

Notes for PracticeMaster Access Rights

Browse Billing Lookup Files: This option, when enabled, allows the PracticeMaster user to open and view (i.e., browse) records in the Billing Files (File | Open | All Other Files | System Files | Lookup Files | Billing Files). Billing Files consist of the Timekeeper, Category, Transaction Code, Task Code and Location files.
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Add Billing Lookup Files: This option, when enabled, allows the PracticeMaster user to add records to the Billing Files (File | Open | All Other Files | System Files | Lookup Files | Billing Files). Billing Files consist of the Timekeeper, Category, Transaction Code, Task Code and Location files. (Note: When integrating with Tabs3, records in these files can only be added using Tabs3.)
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Change Billing Lookup Files: This option, when enabled, allows the PracticeMaster user to change or edit records in the Billing Files (File | Open | All Other Files | System Files | Lookup Files | Billing Files). Billing Files consist of the Timekeeper, Category, Transaction Code, Task Code and Location files. (Note: When integrating with Tabs3, records in these files can only be edited using Tabs3.)
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Delete Billing Lookup Files: This option, when enabled, allows the PracticeMaster user to delete records in the Billing Files (File | Open | All Other Files | System Files | Lookup Files | Billing Files). Billing Files consist of the Timekeeper, Category, Transaction Code, Task Code and Location files. (Note: When integrating with Tabs3, records in these files can only be deleted using Tabs3.)
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Browse Other Files: This option, when enabled, allows the PracticeMaster user to open Other Files. You have the ability to browse any user made files other than the system default, under System Files or any Area of Practice File.
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Form Designer: This option, when enabled, allows the PracticeMaster user to access and use the Form Designer from any files List tab (Edit | Form Designer). If this option is not enabled, the user of PracticeMaster will not be able to utilize Form Designer.
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HotDocs Assembly and Cross Reference: This option, when enabled, allows the PracticeMaster user to edit a Cross Reference file for HotDocs templates in HotDocs Document Assembly. If this option is not enabled, the PracticeMaster user will not be able to access the Cross Reference file option window.
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Report Writer: This option, when enabled, allows the PracticeMaster user to access and use the Report Writer program for means of running, creating, changing, and deleting reports. If this option is not enabled, the PracticeMaster user will not be able to access the Report Writer program.
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Report Writer Design: This option, when enabled, allows the user of PracticeMaster to utilize the Report Writer program for means of creating or changing reports. However the user can not run any reports. If this option is not enabled, the PracticeMaster user will not be able to create or change reports.
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Report Writer Runtime: This option, when enabled, allows the PracticeMaster user to utilize the Report Writer program for means of running reports. However the user cannot create or change any reports. If this option is not enabled, the PracticeMaster user will not be able to run reports.
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E-mail Configuration: This option, when enabled, allows the user of PracticeMaster to view and edit E-mail Preferences (version 14.2 - Maintenance | Preferences | E-mail Preferences); (version 14.1 and previous - Maintenance | E-mail Preferences). If this option is not enabled, the user of PracticeMaster will not be able to access the E-mail Preferences window.
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E-mail Security: This option, when enabled, allows the PracticeMaster user to view and edit the Security tab in E-mail Preferences. If this option is not enabled, the PracticeMaster user will not be able to access the Email Preferences Security screen.
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GLS Access Rights

The following table shows the various GLS access rights that can be defined in an access profile.

GLS Group	Access Rights Available
Chart of Accounts	Browse Accounts Add Accounts Change Accounts Delete Accounts
Journal Entries	Browse Journal Entries Add Journal Entries Change Journal Entries Delete Journal Entries Deposit Slips (Version 11.2 and later)
Journal Names, Departments and Recurring Entries	Edit Journal Name Browse Journal Name Edit Department Browse Department Edit Recurring Entry Browse Recurring Entry
(Back Up and Restore)	Back Up Data (Version 14.1 and previous) Restore Data (Version 14.1 and previous) Note: In Version 14.2 and later, these two functions were moved to the System Activity tab of the Access Profile window.
Reports	Balance Sheet & Bank Account Balance Budget Report Chart of Accounts List General Ledger Report GLS Client List Income Statement Journal Report Department List Journal Name List Recurring Entry List GLS Report Writer Trial Balance
Maintenance	Check Reconciliation Month-End/Year-End Close-Out (Version 14.1 and previous) Advance Current Reporting Month (Version 14.2 and later) Post Great Plains Payroll Data (Version 15.3 and previous) Post ASCII Data Post Recurring Entries Post Accrual Balances Renumber GLS Accounts Change Account Number Format System/II Payroll Interface* (Version 15.1 and previous)
Utilities/View	Change Fiscal Year Data File Integrity Check Browse GLS Client Add GLS Clients Change GLS Clients Delete GLS Clients Reindex Files Select Different Client View Active User List View GLS Support Log

* Note: Equinox/Mesa Software no longer sells or supports System/II software.

TAS Access Rights

The following table shows the various TAS access rights that can be defined in an access profile.

TAS Group	Access Rights Available
Trust Account Information	Browse Trust Accounts Add Trust Accounts Change Trust Accounts Delete Trust Accounts
Trust Transaction Information	Browse Trust Transactions Add Trust Transactions Change Trust Transactions Delete Trust Transactions
Attorney, Payee & Bank Account Information	Edit Attorney Browse Attorney Edit Payee Browse Payee Edit Bank Account Browse Bank Account
(Back Up and Restore)	Back Up Data (Version 14.1 and previous) Restore Data (Version 14.1 and previous) Note: In Version 14.2 and later, these two functions were moved to the System Activity tab of the Access Profile window.
Checks	Print Checks Check Register by Check Number Check Register by Payee Check Register by Trust Account Void Checks Bank Account Reconciliation
Reports	Client Trust Ledger Credit Card Authorization List (Version 15.3 and later) Attorney List Bank Account List Payee List Trust Account List Voided Check List 1099 Report 1099 Forms Create APS 1099 Merge File
Maintenance	Import Transactions Change Key Type Renumber Trust Account Renumber Attorney Rename Payee
Utilities/View	TAS Customization Data File Integrity Check Purge Trust Transactions Reindex Files Select Trust Transactions to Save/Purge View Active User List View TAS Support Log

APS Access Rights

The following table shows the various APS access rights that can be defined in an access profile.

APS Group	Access Rights Available
Vendor Information	Browse Vendor Add Vendor Change Vendor Delete Vendor
Invoices/Manual Checks	Browse Invoices/Manual Checks Add Invoices/Manual Checks Change Invoices/Manual Checks Delete Invoices/Manual Checks
Bank Account and Recurring Entry Information	Edit Bank Account Browse Bank Account Edit Recurring Entry Browse Recurring Entry
(Back Up and Restore)	Back Up Data (Version 14.1 and previous) Restore Data (Version 14.1 and previous) Note: In Version 14.2 and later, these two functions were moved to the System Activity tab of the Access Profile window.
Check Preparation/Checks/Post Invoices/Void Checks	Post Recurring Entries (Monthly) Cash Requirements Report Pre-Check Register Report Print Checks Post Checks Post Unpaid Invoices Unpost Unpaid Invoices Unpost Single Unpaid Invoices Check Register Void/Reprint Unposted Checks Void Posted Checks Voided Check List
Reports/Miscellaneous/1099 Information	Invoice by Vendor List Invoice by Voucher List Aged Unpaid Invoice Report Paid Invoices by Vendor Report Bank Account List Recurring Entry List Vendor Analysis Report Vendor List Vendor Labels 1099 Report 1099 Forms Create 1099 Disk File
Maintenance/Month-End /Year-End/Renumber	Transfer Invoices Import Invoices Clear Vendor Analysis Totals Change Key Length Renumber Vendors
Utilities/View	APS Customization Data File Integrity Check Reindex Files Select Invoices to Save/Purge Purge View Active User List View APS Support Log

Frequently Asked Questions

What rights does the Manager Access Profile have?: A person who is assigned the Manager Access Profile has rights to all functions in all of the applications with no restrictions. There are several functions that only managers can perform. This includes, but is not limited to, setting up users in System Configuration, locking out users in all of the programs, deleting all users' Verification Lists in Tabs3, accessing all secure clients in Tabs3 and PracticeMaster, and using the drill-down feature on a Data File Integrity Report in PracticeMaster. A comprehensive list of the rights that require Manager access rights can be found in the Help provided with the software.

How can I copy an existing access profile and modify it to create a new access profile?: First, you need to bring up the access profile that you want to copy. Then, you need to edit the Access ID field to have the new name for the Access ID you want to create. The label "New" will be displayed. All of the other settings will remain after you give the access profile a new Access ID and Access Name. You can then use the Tabs3 / PM / GLS / TAS / APS tabs and change the rights to fit your needs. Once all changes have been made, press Ctrl+S to save the new Access Profile.

I just added a new user in System Configuration. When I try to log on with that user, an "Access denied" message is displayed. Why is this?: The most likely reason is that an access profile was not assigned to the new user. If a user is not assigned an Access Profile, the user has no rights to be logged into the software. The other reason is that the Access Profile assigned to the user does not have rights to that particular program. You can verify which Access Profiles have been assigned to a user by logging into System Configuration as a Manager, opening the User File (File | Open | Users), and then retrieving the new user record.

I accidentally pressed the Enter key when the Logon window was displayed and was able to get into the program without entering a User ID or Password. Why is this?: When we send out a new system, you need to be able to log into the system. Therefore, the software is provided with a User ID named (BLANK). This User ID has full manager rights and is not assigned a password. If the (BLANK) User ID is not deleted, pressing the Enter key will log you into the software as that User ID. To prevent this from occurring, you can delete this User ID--provided you have at least one other User ID defined that has manager rights. Alternatively, you can edit the (BLANK) User ID by deleting the Manager Access Profile from the list of currently assigned Access Profiles.

I have several timekeepers and would like them to only be allowed access to their own transactions. Is this possible?: By logging into System Configuration using a Manager profile, you will be able to limit any user ID in the firm to one or more timekeepers (File | Open | Users). Select the Assign Tabs3/PracticeMaster Timekeepers option and choose which timekeepers the user will be allowed to access. However, it is not possible to limit a fellow Manager in the program. If you do not currently have access profiles set up in System Configuration, you will need to do so before limiting a particular user's timekeeper access. Additionally, not all aspects of the software can be limited by using assigned timekeepers. For more information on assigning timekeepers, please refer to Knowledge Base Article R11328, "Assigning Tabs3/PracticeMaster Timekeepers."

How can I run a report that lists all rights belonging to one access profile?: By logging into System Configuration using a Manager access profile, you can run an Access Profile List (Reports | Access Profile List). This report allows you to select a single access profile, or a range of access profiles, and displays the access rights assigned to each profile.

References

KB Article R11328 - Assigning Tabs3/PracticeMaster Timekeepers

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