Admin security settings

This article describes the security settings you can configure to grant or restrict access to administrator features in Autotask. It also documents the settings of the system security levels in your Autotask instance.

System security levels are not editable, but you can make copies and edit them to create custom security levels. Refer to:

Overview

Admin settings provide administrator-level access to manage and configure users and features within Autotask. By default, only the security levels System Administrator and Full Access provide comprehensive access to configure Admin features, and the Manager security level provides access to financial features only.

For many Autotask partners, administration workflows can be too complex for a single System Administrator to manage. If your company is facing this challenge, you can delegate the administration of specific areas and feature sets by creating additional security levels with limited access to Admin.

You can add Admin permissions to security levels based on the following standard security levels:

  • Contractor
  • Manager
  • Minimal Access
  • Private CRM
  • Project Manager
  • Sales
  • Service Desk User
  • Team Member

EXAMPLE  You can create a security level called Service Manager by enabling the Feature/Section Access for Service Desk (Tickets). Doing so will allow the Service Manager to configure queues, priorities, and other help desk-related settings, but not give them access to other Admin sections. The required tabs and sections on the Admin page will appear for the security level.

You can remove Admin permissions from custom security levels based on:

  • API User (API-only)
  • System Administrator
  • Full Access

EXAMPLE  If you would like to create a System Administrator without HR security level, copy the default System Administrator and clear Feature/Section Access for Resources/Users (HR). Then, create a Human Resources security level with Resources/Users (HR) selected. Assign the Human Resources security level to at least one user. The System Administrator without HR can administer all areas of Autotask except the pages accessed from the Resources/Users (HR) section only.

IMPORTANT  If Admin functions are enabled, a number of features in the Application-wide sections and features that were moved to the Automation tab are also activated, including UDFs, Notification Templates, Incoming Email Processing, Surveys and Workflow Rules. This type of access is limited. A Service Desk Manager will be able to manage Ticket UDFs, but not Opportunity UDFs.

Feature access settings

To grant users with this security level Admin access to a feature, select the check box. The table shows which system security level each permission is enabled for by default.

Setting All security levels except Manager and Admin Manager System Administrator, Full Access, and API User
Feature Access

Internal Locations, Organizational Structure, Departments

    

Resources/Users (HR):

Resources/Users, Roles, Departments, Workgroups, Holiday Sets, Time Off Policies, Timesheet Approvers, Expense Report Approvers, Weekly Billable Hours Goals

Security:
Security Levels, Protected Data Permission, Single Sign-On (OpenID Connect (OIDC)), Privacy Action History

Skills Management:
Skills, Certificates and Training, Degrees

Utilities:

Resource Import

    

System Settings, User-Defined Fields, Logos, Local Terms & Symbols, Note Types, Downloads, Site Usage

Utilities:

CRM Note & To-Do Import, Delete Sample Data

    

Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. Categories, Market Segments, Territories, Regions, Competitors, Classification Icons, Countries, Address Formats, Name Prefixes & Suffixes, Organization Dashboards

Utilities:

Organization Transfer, Organization Merge, Contact Merge, Organization / Contact Import, Organization Import, Organization Location Import, Contact Import

    

Ticket Categories, Queues, Sources, Task & Ticket Statuses, Task & Ticket Priorities, Issue & Sub-Issue Types, Ticket Resolution Metrics, Change Advisory Boards, Change Info Fields, Service Level Management, Co-managed Setup, Summaries, Deleted Ticket Log, Deleted Ticket Activity Log

Service Calls:

Service Call Statuses, Statement Of Work Custom Footer

Utilities:

Ticket Import, Ticket Time Entry & Ticket Note Import

    

Project Statuses, Task Categories, Deleted Task Activity Log, Task & Ticket Statuses and Task & Ticket Priorities.

NOTE  This feature also enables proxy time entry on tasks and issues.

   

Opportunity Categories, Action Types, Opportunity Stages, Lead Sources, Sales Process, Sales Quotas, Sales Quota Metrics (Advanced Fields), Assessment Questions, Opportunity Win Reasons, Opportunity Loss Reasons

Quotes:

Quote Templates, Quote Email Messages

Utilities:

Opportunity Import.

    

Product Categories, Products, Purchase Order Templates, Services, and Service Bundles.

Utilities:

Product Import, Inventory Item Import

    

Device Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product. Categories, Device Types, Private Field History, Device Type/Category Mapping Summary

Utilities:

Device Import.

    

Billing Codes, Roles, General Ledger Accounts, Tax Regions & Categories, Price List, Payment Types, Payment Terms, Shipping Types, Payroll Export, Currencies

Invoices:

Invoice Templates, Invoice Email Messages, Additional Invoice Fields

  

Contract Categories, Contract Exclusion Sets, Billing Milestone Statuses, Automated Billing Product Associations, Un-Post, Contract Billing Rule History, Contract Billing Rule Upcoming Instances

  

Refer to LiveReports.

     1

Checklists, Document Merge Templates, Form Templates

 

 

Email Notifications:

Notification Templates, Notification History, Alternate Send From Email Addresses, Incoming Email Processing, Domain Settings, Support Email Address

 

Surveys:

Surveys, Survey Email Messages, Manage Survey Responses

 

 

Workflow Rules

 

 

Knowledge Base, Documentation

 

 

Tags & Tag Groups, Tag Import

 

 

AutoForms Designer, LiveLinks Designer

 

 

Access to the Activations tab

 

 

 2

Client Portal Introduction, Global Settings, Manage Clients, Manage Security Levels, Service Request Types, Logos, Priority Question Mapping, News Items, Dashboards, Custom URLs 1, 2, 3

    

Manage access to the mobile app

 

 

Activate or inactivate Advanced Datto RMM Integration for individual resources.

 

Activate or inactivate Advanced Datto RMM Integration for individual resources.

 

Configure KaseyaOne, IT Glue, and Consolidated Customer Billing. This check box will be selected for all users who previously had Other Extensions & Tools enabled.

 

 

MS Outlook, MS Outlook Transfer Log, MS Exchange, and Active Directory (AD) Sync

    

Setup & Mapping:

Web Connectors, Organization / Web Connector Mapping, Resource / Web Connector Mapping

Transfer History:

Invoice Transfer History, Expense Transfer History, Timesheet Transfer History, Purchase Order Transfer History, Inventory Synchronization History

 

Configure RMM extensions

    

Salesforce, Xerox Page Pack™ Import, Webhooks, Extension Callouts (Tickets), Integration Center, API Activity by Hour

    

1The two Datto sections are also visible to users with a security level that provides access to at least one of the following:

  • Autotask Add-Ons

  • Client Portal & Taskfire

  • Microsoft Extensions

  • QuickBooks Extension

  • Remote Monitoring / Management Extensions

  • Other Extensions & Tools

2Not API User

Additional Resources