How to control who can access and run reports from Sage 50 Accounting U.S. Edition Intelligence Reporting

This tip only applies to Sage 50 Accounting U.S. Edition Intelligence Reporting.

Would you like to have control over who can run certain reports from Sage 50 Intelligence Reporting, or which reports other people can access? You can do it using the dynamic security features in Sage 50 Accounting and Intelligence Reporting. You can “lock down” certain reports so that access to them is restricted to certain people, but you need to make sure that you do this without completely alienating them from Intelligence Reporting.

For example, let’s say you want to give your Sales Manager (we’ll call her Jane) access just to Sales reports – you can do it without completely shutting her out of Intelligence Reporting. Here’s how:

  1. Access the Sage 50 User Security dialogue and configure Jane’s access
  • From the main menu in Sage 50, select Maintain, Users, Set Up Security…
  • Select the Roles List
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  • Click the New Role button to create a new role and give it a new name (name it Jane in this case).


  • From the tabs on the left, select the Company
  • On the right (Task Area and Access Level), scroll down until you get to the Intelligence Reporting Setup Here you can select which options to use for ‘Jane.’ In this case you can grant her account full access to everything but the Security Manager.
  • From the drop down next to the Security Manager option, select No Access.
  • Click Save to go back to the Roles List. A new role has been created for ‘Jane’.
  • Now under the User List tab, make sure ‘Jane’s’ account is using the new role that you created. To do this, click on the SalesMgr user (‘Jane’s’ username) and choose Edit User’s Roles. Make sure the correct role is selected.
  • Click on Close to close the User Security dialogue.
  1. Now you can configure which reports ‘Jane’ can access
  • Access the Intelligence Reporting Security Manager by going to Reports & Forms, Intelligence Reporting Setup, Security Manager…
  • At the top of the window make sure to check the box Security On to enable the security functions.
  • To the left, under Roles, you can either configure the existing roles or create a new role. In this case we are going to create a new role. Click the Add button and enter Jane SIR Role as the name of the role and then click
  • Make sure that the Jane SIR Role is selected, then choose the user(s) that belong to that specific role. This is done under the Users tab on the right. Since ‘Jane’ is a Sales Manager, choose SalesMgr.
  • The next step is to go to the Reports tab and simply choose which report(s) ‘Jane SIR Role’ can access. To give ‘Jane’ access to the Sales Analysis report only, search for the latest Sales Analysis report, in this case Sales Analysis 1-6, and select it.


  • The last step is to close the Security Manager by clicking the red X at the top right of the window and that’s it!

The next time ‘Jane’ logs in to Sage 50 and loads Sage Intelligence Reporting, she can still access the Report Manager but will only be able to work on the Sales Analysis report. This process can be used to configure report access for any user in Sage 50 and any report or report group.

In our next tip we will show you how you can use the powerful features of Microsoft® Excel® 2013 and the Sales Analysis container to create a Sales Dashboard.