Managing ERO User Roles and Permissions in TaxWise is crucial for ensuring the right individuals have access to the appropriate features and sensitive information within the software. Here's how you can properly manage ERO user roles and permissions in TaxWise:
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Steps to Manage ERO User Roles and Permissions in TaxWise
1. Access the TaxWise Administrator Settings
To manage user roles, you need to be logged in as an Administrator user, as this role has access to modify user permissions and settings.
In TaxWise upper right corner, go to your Profile menu and select Settings.
From here, you’ll be able to manage user access and roles.
2. Create New Users
If you need to add new users to the system, you’ll do so through the Manage Users section in Settings.
Click Create New User to create a new user profile, then assign the Username, User's Full name, Email and a 2-factor authentication number (enhanced security. Enabling MFA adds an extra layer of security when users log into the system, especially for administrators or those with higher privileges like ERO).
This new user will then be linked to one or more roles based on what level of access they need.
3. Assign User Roles
Roles define the level of access a user has. TaxWise has predefined roles that you can assign to users, such as:
Administrator: Full access to all features, including the ability to set up users and modify system settings.
ERO: Full access to e-filing functions, including submitting returns electronically, reviewing e-file status, etc.
Tax Preparer: Access to prepare and enter tax return information but with no authority to e-file or manage system-wide settings.
Office Manager: Limited administrative access with oversight responsibilities.
Reviewer: Typically read-only access to review tax returns.
When creating or editing a user, you can select the appropriate role based on their responsibilities.
4. Customize Permissions for Each Role
TaxWise allows for custom permissions for different user roles, ensuring that only the appropriate people have access to certain features or sections of the software.
You can configure permissions for users based on their needs, such as:
Access to e-file functions: Decide if the user can e-file returns, view e-filing status, or reject/approve returns.
Data access: Control whether a user can view or modify tax returns, create new returns, or only review.
Access to financial information: Restrict access to taxpayer payment details, bank routing numbers, or refund information.
System setup and configuration: Determine if the user can make changes to system settings or manage other users.
5. User-Specific Permissions
Once you've assigned a role, you can also specify additional permissions based on the user's needs:
Viewing or modifying returns: Allow or deny access to specific returns.
Print or export permissions: Control if a user can print or export data to external formats (such as PDFs or CSV).
Audit tracking: Enable or disable features that track user actions within the system, helping to maintain security and compliance.
6. Role-Based Access Control (RBAC)
RBAC helps you enforce the least privilege principle: users are only given the minimum access they need to perform their job functions.
Ensure users do not have excessive permissions. For example, a Tax Preparer should not have access to e-file capabilities or the ability to modify system settings.
7. Modify or Revoke User Access
If a user's role changes or they no longer need access to the system, you can easily modify or revoke their access:
To edit a user, go to User Setup and select the user you want to modify.
Revoking access is done by disabling the user’s account or removing their permissions.
Make sure you periodically review user access to ensure there are no outdated accounts or excessive permissions.
8. Monitoring User Activities
Use Audit Logs in TaxWise to track user activity. These logs help to monitor and ensure users are complying with security protocols.
For sensitive actions, such as submitting an e-file return, TaxWise may require additional authorization or approval from an administrator.
9. Regularly Review and Update Permissions
Over time, roles or responsibilities within your organization may change. Regularly review and update user roles and permissions to ensure that the system is secure and users only have access to what is necessary for their tasks.
This is especially important if your firm experiences employee turnover or when there are updates to the tax laws that might require different levels of access.
Best Practices for Managing ERO Roles and Permissions:
Limit e-filing access: Only grant e-filing permissions to users who need them. If you assign e-filing permissions to a preparer, ensure they understand the IRS rules and regulations related to e-filing.
Separate duties: Use the concept of segregation of duties. For example, have one person responsible for preparing returns and another for reviewing and submitting them. This helps reduce the risk of fraud.
Regular audits: Periodically conduct internal audits to ensure users are following proper procedures and that access controls are functioning correctly.
Security: Keep user accounts secure by requiring strong passwords and using features like MFA.
By following these steps and best practices, you’ll ensure that the management of ERO user roles and permissions in TaxWise is secure, efficient, and compliant with IRS requirements.