User access groups

Assign system access to employees with similar responsibilities using user access groups and define their program and transaction access.

Steps:

Navigate to Set Up Files > User Access Group.
Create A New User Group or click a user group name link.
Add or remove access from the list by using the right or left arrows.

There are 3 levels of access for each transaction type

1. Full Access
2. Read Only
3. My Data Only

Transaction Types

The following is a list of existing transaction types and the corresponding module and page within the platform.

Transaction Type	Page/Function	Description
Accountability Support Ticket	General	Easily submit and track the status of your support tickets within Accountability. To learn more about support tickets, click here.
Accountability User Messages	General	My Messages allow you to send correspondence from the system to contacts established in the system. This allows you to retain the trail of correspondence in the system and be able to search for it. To learn more about messages, click here.
Accounting Month Close Office/Transaction Types	Set Up Files > Set Up Options	Close the accounting month for specific transaction types and/or offices To learn more, click here.
Accrued Revenue	Accounting > Revenue Tools	The practice of recording and recognizing revenue in financial statements before it is received, matching it with the period it is earned. To learn more, click here.
Approval Settings	Set Up Files>Approval Settings	Approval settings at the company level To learn more, click here.
Bank Reconciliation	Accounting > General Ledger	Bank reconciliation aligns your monthly bank statement with your recorded cash transactions in Accountability. It verifies that all cash transactions are logged, mirrors your bank balance, and ensures accurate financial reporting. To learn more, click here.
Budget Reports - Client Budgets	Accounting > Budgets	Allows you to create or amend budget amounts for client billing and revenue for a specific accounting year, budget category, and version. To learn more, click here.
Budget Reports - General	Accounting > Budgets	View and print reports for different periods, currencies, budget versions, and offices. To learn more, click here.
Budget Set Up	Accounting > Budgets	Create or amend billing and revenue budgets for a specific accounting year, budget category, and version. To learn more, click here.
Budgets	Accounting > Budgets	Overview and analysis of an organization's financial performance. To learn more, click here.
Campaigns	Jobs > Jobs	For job grouping and reporting purposes only
Cash Flow Budgets	Accounting > Budgets
Chargeable Rates	Master Files > Clients	Billable Rates
Client Budget Assumptions	Accounting > Budgets	Accessible through Budgets>Client Budgets, but not used by any agency today
Client Budgets	Accounting > Budgets
Client Inquiry	Accounting > Receivables	Online Receivables Aging by master client with the ability to drill down into specific client invoices
Client Invoice Summary
Client Job Invoices
Client Job Invoices Convert Draft
Client Media Invoices
Client PR Media Settings	PR Media	Only visible for agencies that use the PR Media Tool, enabled at the time of implementation
Client Resource Planning	Accounting>Budgets	Accounting>Budgets>Resource Planning
Client Sundry Invoices
Client Types	Master Files > Clients
Clients	Master Files > Clients
Column Views - Company Default Rights
Column Views - Publish Rights
Contacts	Master Files > Contacts	Central management of contacts across clients, suppliers, and prospects; Contacts for each of these entities can be managed within the individual Master File pages, i.e. Clients, Suppliers, Prospects and are automatically populated here
Corporate Credit Card Proxy
Credit Card Holders	Manage > Credit Cards	Each individual credit card for the corporate credit card function is a 'Credit Card Holder'. See Manage / Credit Cards / Credit Card Holders in INSP - it links the credit card holder/card number to the employee and master credit card account
Credit Card Merchants	Manage > Credit Cards
Currencies	Set Up Files > Currencies	Define Currency Exchange Rate to Home Currency
Custom Codes
Custom Data	Set Up Files > Custom Data	Create Custom Fields
Deferred Revenue	Accounting > Revenue Tools
Departments	Master Files > Employees
Draft Client Job Invoice Approval
Employee Cost Rate	Master Files > Employees	Cost fields on the Employee detail page. Fields are only visible if the logged-in user has access rights, otherwise, it's hidden.
Employee Expense Budgets	Master Files > Employees
Employee Expense Summary	Manage
Employees	Master Files > Employees
Estimate Margins	Jobs > Estimates	Provides access to the Margin Summary link from the Estimate list page or the estimate-level Margin analysis
Estimate Templates	Jobs > Estimates
Estimates	Jobs > Estimates
Expense Claim Proxy	My Expenses	Provides access to another employee's expense claims
Expense Claim Proxy Bank Account	My Expenses	Shows the Bank Account Details for the employee that the user is a proxy for
Files	General
Fixed Asset Depreciation	Accounting > General Ledger
Fixed Assets	Accounting > General Ledger
Freewheel Media Invoices	Media	Shows media client invoices from FW's Strata platform; Requires integration set-up and configuration
FX Monthly Report Rates	Set Up Files > Currencies
FX Revaluations	Accounting > General Ledger	Set up to automatically revalue foreign currency Receivables and Payables balances
FX Daily Rates
General Ledger Accounts	Accounting > General Ledger
General Ledger Reports	Accounting > General Ledger
General Ledger Transaction Search	Accounting > General Ledger
GL Balance Sheet Reports	Accounting > General Ledger
GL Client Billings and Revenue Reports	Accounting > General Ledger
GL Client Profitability Reports	Accounting > General Ledger
GL Profit & Loss Reports	Accounting > General Ledger
GL Report Formats	Accounting > General Ledger
GL Tax Reports	Accounting > General Ledger
GL Transaction Reports	Accounting > General Ledger
GL Trial Balance Reports	Accounting > General Ledger
Incoming Supplier Invoices
Internal Charge Types	Jobs > Internal Charges
Internal Charges	Jobs > Internal Charges
Job Cash Summary	Jobs > Job Summaries	Online view of job-level cash position with ability to drill down into specific transaction types (requires access to transaction types)
Job Cost & Billing Summary
Job Cost Transfers
Job Financial Summary	Jobs > Job Summaries	Online view of job-level estimated, actual, and billed internal and external costs with the ability to drill down into specific jobs and task types
Job Profitability Summary	Jobs > Job Summaries
Job reports	Jobs > Job Reports
Job Time Summary
Job Types	Jobs > Jobs
Job WIP Summary	Jobs > Job Summaries
Jobs	Jobs > Jobs
Journal Approval
Journals	Accounting > Journals
Leave Request	User > My Leave
Manage Credit Cards	Expense Management	Manager Approval view for credit card expenses; Manager approval rights need to be defined at the Employee level
Manage Expense Claims	Expense Management	Manager Approval view for standard expense claims; Manager approval rights need to be defined at the employee level
Manage Interoffice Journals
Manage Inventory	Manage	Limited usage - can be used by the agency to manage merchandise materials on behalf of clients
Manage Inventory Orders
Manage Leave	Manage	Manager Approval view for time off (aka Leave) requests
Manage Approval Reminders
Media Accruals & Deferrals	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Appearance Reconciliation	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Booking	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Material	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Reports	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Revenue Take Ups	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Schedule	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Supplier Invoices	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Media Types	Media	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Medium	Media	Only available if the the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
Messages	General	Only available if the Use Media setup option is on. This is Accountability's media module, not used for external media system integrations
My Calendar	User > My Calendar	Useful for users who want to enter their timesheet in a calendar layout; Also goes hand-in-hand with Task Manager (limited usage)
My Corporate Credit Cards	Expense Management	User>My Corporate Credit Cards: View of all corporate credit card expenses for submission; Data can be automatically populated through merchant integration
My Credit Cards	Expense Management	User > My Credit Cards: View of all personal credit card expenses for reimbursement; Option to import data through Excel
My Dashboard	User > My Dashboard
My Expense Reports	Expense Management	Summary of all expenses across corporate and individual credit cards and regular expense claim
My Expenses	Expense Management	User > My Expenses Main Expense Claim page
My Inventory Orders	User > My Inventory Orders
My Time	Time and Tasks
Offices	Set Up Files > Offices
Page Links	General	Set Up Files>Set Up Options (see Page Links hyperlink)
Payables Reports	Accounting > Payables
Payments	Accounting > Payables
Payroll Budgets	Accounting > Budgets
Posting GLAccount	Accounting > General Ledger
Posting Inter Office Accounts	Accounting > General Ledger
Probability	Accounting>Budgets	Accounting > Budgets>Budget Set Up (see Probabilities link)
Products	Master Files > Clients
Prospect Types	Master Files > Prospects
Prospects	Master Files > Prospects
Purchase Order Approval
Purchase Orders	Jobs > Purchase Orders	Also accessible through the Job Estimate
Receipts	Accounting > Receivables
Receivables Reports	Accounting > Receivables
Report Disclaimers and Email Text	Set Up Files> Report Set Up
Report Logos	Set Up Files> Report Set Up
Report Settings	Set Up Files> Report Set Up
Resource Tracker	Jobs > Resource Tracker
Resource Tracker Client Summary
Resource Tracker Reports
Retainers	Accounting > General Ledger	Function to record and report on client retainers - each retainer must be linked to a source estimate that contains the retainer hours/values
Revenue Management	Accounting > Revenue Tools
Revenue Recognition	Accounting > Revenue Tools
Revenue Tracker	Jobs > Revenue Tracker
Revenue Tracker Versions	Jobs > Revenue Tracker
Roles	TO BE DELETED	No longer used
Sales Commissions
Scheduled Invoices
Set Up Options	Set Up Files	Database-level configuration
Status	Set Up Files > Status	Used in Jobs - People and Deadlines link
Supplier Bank Account Detail	Master Files > Suppliers
Supplier Bid Response	Jobs > Supplier Bids	When a bid is sent out, this allows access to the responses sent by the suppliers
Supplier Bids	Jobs > Supplier Bids	Allows agencies to request bids from suppliers (limited usage)
Supplier Inquiry	Accounting > Payables	Online Payables Aging by Master Supplier
Supplier Invoice Approval
Supplier Invoices	Accounting > Payables
Supplier Payment Types	Master Files > Suppliers
Supplier Types	Master Files > Suppliers
Suppliers	Master Files > Suppliers
Task Management	Time & Tasks
Task Types	Set Up Files > Task Types
Tax Codes	Set Up Files > Tax Codes
Tax Invoice Receipt
Teams	Master Files > Employees	Used in conjunction with Timelines
Time Approval	Time & Tasks > Posting Manage > Weekly Timesheet
Time Reports	Time & Tasks
Timeline Reports	Time & Tasks
Timelines	Time & Tasks
Timesheet Proxy
Titles	Master Files > Employees
Transfer Costs	Jobs > Cost Transfer	Job Cost Transfer
User Access Groups	Set Up Files > User Access Groups	Defines system and transaction access for a group of users with the same role/responsibilities
Weekly Timesheet Approvals	Approve > Weekly Timesheet
WIP Take Up Types	Accounting > General Ledger	WIP Take Ups
WIP Take Ups	Accounting > General Ledger
Witholding Tax Codes	Set Up Files > Witholding Tax Codes