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MYOB Practice Administrators can restrict other users from seeing certain clients in MYOB Practice. This is useful if you want to keep some clients confidential within your practice.
Example: Say you want to restrict a few clients to just one or two particular users, for privacy purposes. You can select which users are allowed to access those clients. Nobody else will see the restricted clients in their Contact list, and won't have access to their client portals or documents.
The Administrator role was assigned to one staff member when you migrated to MYOB Practice. The original Administrator may also have given other users the Administrator role.
You can tell if you're an Administrator by what you see when you click Settings () on the left menu bar. Administrators will see the Staff menu option.
If no one in your practice has an Administrator role, you need to contact us.
System requirements
The way you restrict user access to clients depends on which software you use.
If you use: | Prerequisites: | Set up restrictions: |
---|---|---|
MYOB Practice only | You don't use MYOB AE/AO | Set up in MYOB Practice (see below for instructions). |
MYOB Practice and MYOB AE | You've activated Contacts Migration | Set up Team Security in MYOB AE. Those security settings will apply to your clients and staff in MYOB Practice. If your practice has multiple AE/AO databases, the client restrictions apply in the database that the client's been added to in your practice. |
MYOB Practice and MYOB AO (NZ) | You've activated Contacts Migration | Set up Team Security in MYOB AO. Those security settings will apply to your clients and staff in MYOB Practice. |
What happens when a client's restricted in MYOB Practice
MYOB Practice Administrators can access all clients.
For MYOB Practice users without the Administrator role who haven't been given access to a restricted client, those users cannot see the client at all in MYOB Practice.
Here's a summary of how different activities in MYOB Practice are affected for users who don't have access to a restricted client.
If a user is restricted from accessing a client, they... | |
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Advisory |
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Documents |
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Personal information |
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Portal |
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Tasks |
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Compliance |
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Transaction processing |
|
Add or remove client restrictions
You can add or remove client restrictions using the Team Security features in your MYOB AE/AO desktop software. Those security settings will be applied automatically in MYOB Practice.
Choose which client you want to make a restricted client, and then choose which users you want to be able to access the restricted clients.
- Log in to MYOB Practice as an Administrator.
- Click All clients on the client sidebar, and click Contacts in the top menu.
- In the list, find the client you want to restrict access to, and click anywhere in their row except for on their name link. The detailed view panel appears on the right of the page.
Click the ellipsis in the detailed view panel and click Manage access.
You can also access these options from the client workspace. Click in the Details pane.
- Choose who should have access to the client’s details:
- All staff: No restrictions will be applied. All staff in the practice who are MYOB Practice users will be able to view the client’s details.
- Specific staff: All administrators plus any users you add in the Manage access window will have exclusive access to the client’s details.
- To give a non-administrator access to the client, click Add Staff.
You can search for a staff member, or select them from the list. Administrators aren’t listed because they can always access all clients, whether restricted or not. - To remove someone’s access, click the x next to their name.
- Click Save.
If a client is currently unrestricted, follow the To add or remove client restrictions procedure above instead.
- Log in to MYOB Practice as an Administrator, click Settings () on the left of the page and click Staff.
- From the list of staff members that appears, select a staff member and click Manage access.
- In the Manage access window, add-down list.
The list only includes clients who’ve already been restricted to administrators and specific staff. - To remove this staff member's existing access to a restricted client, click the x next to the client’s name.
- Click Save.
When you add a user, you can also select the restricted clients they should have access to.
More role restriction options
- Australia—Roles and permissions
- New Zealand—Roles and permissions
- New Zealand—Access Management
- Australia and New Zealand – Requesting access to a client file
Managing staff roles and restricting access