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Set up users

Assign user roles in ONESOURCE Determination - Enterprise Cloud

User roles determine the features of ONESOURCE Determination - Enterprise Cloud that is accessible and usable by a user. Each user can have multiple roles, and you link these roles with one or more companies.
For example, a user may have the Company Administrator role for 1 company and the Certificate Administrator and User Administration roles for a different company. We categorize user roles into different role types.
The role types include:
  • Administrator Access - Includes the administrator user roles.
  • Standard Access - Includes the standard user roles.
  • Integrations - Includes the integrations user roles.

Assign administrator user roles

Administrator user roles provide the ability to manage users, manage companies, or import and export data. Admin roles cascade (they apply to all child companies of the parent company) by default.
To assign an admin user role to a user:
  1. Select
    Tools
    ,
    Administration
     then
    Users and Roles
    .
  2. Select
    Edit
     in the Action column or select the name in the User column for the user you want to assign an administrator role to.
  3. Select
    ADMIN ACCESS
     to display the administrator user roles. The following list explains the administrator roles. Administrator roles cascade by default.
    • User Administration:
       Provides the ability to add, modify, and delete users and assign user roles for companies and child companies.
    • Company Administrator:
       Provides the ability to add, modify, and delete companies.
    • Data Manager:
       Provides the ability to import data into ONESOURCE Determination - Enterprise Cloud and export data from ONESOURCE Determination - Enterprise Cloud.
  4. Select the switch to turn on the role. When you turn on a role, the switch is green and
    ACTIVE
     displays next to the user role. The
    Start Date
     field, which includes the date on which the role becomes effective for the user, populates with today's date. You can change the Start date, if necessary.
  5. Enter the date in the
    End Date
     field if you know the date the role will become inactive for the user. Otherwise, don’t change the
    End Date
     field.
  6. Select
    Save
    .

Assign standard user roles

Standard user roles provide the ability to access and use features to complete various tasks, such as managing company configurations, run reports, or manage customers and exemption certifications. Standard roles don’t cascade (they don't apply to all child companies of the parent company) by default.
To assign a standard user role to a user:
  1. Select
    Tools
    ,
    Administration
     then
    Users and Roles
    .
  2. Select
    Edit
     in the
    Action
     column or select the name in the
    User
     column for the user you want to assign a standard role to.
  3. Select
    STANDARD ACCESS
     to display the standard access user roles.
  4. Select the company to associate the user role with in the Available Companies list. The following list includes the standard roles. Standard roles don’t cascade by default.
    • Power User:
       Provides the ability to manage and delete all company configurations except for users and company structure. Power users can post transactions.
    • Standard User:
       Users with the standard user role have the ability to create and edit some configurations. For example, they can edit custom authorities, custom fields, lookup lists, and standard mappings. However, they can't create or edit a TransEditor, rates and fees, companies, or application messages.
      note
      Users with this role can't delete configurations and can't audit transactions.
    • Research User:
       Provides the ability to manage Rate Search and Model Scenarios as well as view ONESOURCE Content.
    • Reporting User:
       Provides the ability to run reports.
    • View Only User:
       Provides the ability to view configurations but not reports.
    • Certificate Admin:
       Provides the ability to add, edit, and delete customers and exemption certificates.
      note
      Users with this role can create a certificate with an Approved status and manage exempt reason codes.
    • Certificate User:
       Provides the ability to add or edit customers and certificates. Users with this role can add certificates with an In Review, Temporary, or Unapproved status regardless of the exempt reason. For saving a certificate, users must have a view-only role along with the Certificate User role.
      note
      Users with this role can't create a certificate with an Approved status, approve certificates, or delete customers or certificates.
    • Certificate Processor -
       Users assigned this role have the ability to add and edit customers and certificates. They can add certificates with an Approved, In review, Temporary, or Unapproved status regardless of the exempt reason. To save a certificate, users must have both a view-only role and the Certificate Processor role.
      note
      Users assigned this role can create a certificate with an Approved status and approve certificates, but they can't delete customers or certificates.
    • Certificate View Only:
       Provides the ability to view customers and certificates.
    • DFI View Only:
       For a Data File Integrator (DFI) user, provides the ability to view DFI.
    • DFI Configurator:
       Provides the ability to configure DFI users.
    • Advance Configuration Admin:
       Provides the ability to manage authority options in Tax Data for advance users.
    • Reporting Writer:
       Provides the following:
      • The ability to view, run and edit starter reports, reports the user shared with other users, and personal reports. Users with this role can't run reports shared with them by another user or view another user's personal reports.
      • The ability to delete reports the user shared with other users and personal reports. Users with this role can't delete starter reports, reports shared with the user by other users, or another user's personal reports.
      • The ability to save a report as another report. Users with this role can't save a report.
    • Reporting Admin:
       Provides the following:
      • The ability to view and run starter reports, reports the user shared with other users, and personal reports. Users with this role can't view or run another user's personal reports.
      • The ability to edit a starter reports, reports the user shared with other users, personal reports, and reports shared by another user. Users with this role can't edit another user's personal reports.
      • The ability to delete reports shared with other users and personal reports. Users with this role can't delete starter reports, reports shared with the user by another user, or another user's personal reports.
      • The ability to save a report as another report. Users with this role can't save a report.
    • API User:
       Provides the ability to manage the Calculate Tax and Write to Audit REST APIs. Users with this role can't delete.
    • Tax Data Provider:
       Provides the ability to manage rules and logics for Date Determination for advance users.
    • Tax Data Administrator:
       Provides the ability to manage rules and logics for Date Determination for advance users.
  5. Select the switch to turn on the role. When you activate a role, the switch is green and
    ACTIVE
     displays next to the user role. The
    Start Date
     field, which includes the date on which the role becomes effective for the user, populates with today's date. You can change the start date, if necessary.
  6. If you know the date the role will become inactive for the user, enter the date in the
    End Date
     field. Otherwise, don't change the
    End Date
     field.
  7. If you want to apply the user role to all child companies of the parent company, select the
    Cascading
     checkbox.
  8. Select
    Save
    .

Assigning integration user roles

Integrations user roles provide the ability to manage all integrations. All ONESOURCE Determination - Enterprise Cloud users can view the integration roles.
A logged-in user can assign or unassign access for another user only if both users have an integrations role. Without an integrations role, a logged-in user can't assign or unassign access for another user. Additionally, a logged-in user can't self-assign an integrations role, even if they already have one.
To assign an integrations user role to a user:
  1. Select
    Tools
    ,
    Administration
     then
    Users and Roles
    .
  2. Select
    Edit
     in the
    Action
     column or select the name in the
    User
     column for the user you want to assign an integrations role to.
  3. Select
    INTEGRATIONS
     to display the integrations user roles. The list below includes the integrations roles.
    • Integration Admin:
       Provides the ability to manage the integration configurations for the tenant.
    • Integrations Configurator:
       Provides the ability to manage the integration configurations for all companies.
  4. Select the switch to turn on the role. When you turn on a role, the switch is green and
    ACTIVE
     displays next to the user role. The
    Start Date
     field, which includes the date on which the role becomes effective for the user, populates with today's date. You can change the start date, if necessary.
  5. If you know the date the role will become inactive for the user, enter the date in the
    End Date
     field. Otherwise, don't change the
    End Date
     field.
  6. Select
    Save
    .

This article applies to:

  • PRODUCT: ONESOURCE Determination