Automation Examples (Basic): Updating Account Access

Let the pipelines do the work for you: automate updating access your team members have to the client accounts. This way, your seasonal employees will have specific access permissions, or your team members will access particular accounts only at certain stages of the workflow.

Covered here:

• Step 1. Define employee access to accounts
• Step 2. Set up the "Update account access" automation

Step 1. Define employee access to accounts

Before adding the automation, you have to decide which team member needs access to specific accounts and when they need it. That depends on your team member's:

• Role or responsibilities, since your sales manager/tax preparer/reviewer/etc. may need access rights only during a certain workflow stage.
• Employment type, as your seasonal and permanent workers' access rights may vary.

Step 2. Set up the "Update account access" automation

To make sure all your staff has access to the client accounts while they are completing their part of the job, follow these steps:

1. Select the stage on your pipeline, when access to the account should be changed, then add the Update account access automation.
2. While creating the automation, select employees you want to automatically add or remove from accessing the client account.

The automation can be configured in different ways:

• Replace assignees to default users on + Add account access empty:
  When a job enters the stage, assigned team members become unassigned, and ones with Default account access are assigned to the account instead.
• Replace assignees to default users on + Add account access filled:
  When a job enters the stage, assigned team members become unassigned, and the ones listed in the Add account access field are assigned to the account instead.
• Replace assignees to default users off + Add account access field filled:
  When a job enters the stage, assigned team members remain assigned to the account, and the ones listed in the Add account access field are assigned as well.
• Replace assignees to default users off + Remove account access filled:
  When a job enters the stage, team members listed in the Remove account access field become unassigned.
• Add account access filled + Remove account access filled:
  When a job enters the stage, team members listed in the Add account access field are assigned to the account, and the ones listed in the Remove account access are unassigned.

Once a job enters the stage, your team member's access to the account is automatically updated.

Note! For the Update account access automation, it doesn't matter if the automove jobs toggle for the stage is turned on. The automation is triggered automatically and doesn't require actions from either the client or from the firm side to be completed. Also, no elements are linked to the job when the automation is triggered.