Introduction

This article explains how to configure user access permissions for tax documents within your system. You will learn how to control who can view and print sensitive tax files through the Tax Docs page by setting appropriate permission levels. These security controls ensure that only authorized personnel can access confidential tax information while maintaining compliance with data protection requirements.


Note: This permission setting only affects the Tax Doc manager. It does not affect the Dashboard or Search pages.


A. Problem Statement

Organizations need to restrict access to sensitive tax documents while ensuring authorized personnel can perform their required duties. Without proper permission controls, confidential tax information may be accessible to unauthorized users, creating security risks and potential compliance violations. Additionally, some users may need view-only access while others require full printing capabilities based on their job responsibilities.


B. Solution

Follow these steps to configure tax document access permissions effectively:


Step 1: Navigate to User Manager

Under the admin menu, select the Users link to access the user manager. Select a user to edit and access the FIS tab.


Step 2: Locate Permission Settings

In the Checks section of the FIS tab, find the Payroll permission dropdown field.


Step 3: Determine Required Access Level

Assess what level of access the user needs based on their job responsibilities:

  • No access to tax documents
  • View-only access to tax documents
  • Full view and print access to tax documents


Step 4: Set the Appropriate Permission Level

  • Select "No Access" if the user should have no access to the Tax Docs page
  • Select "View" if the user should be able to view tax documents but not print them
  • Select "View & Print" if the user should have full access to view and print tax documents


Step 5: Save and Verify Settings

Save the permission changes and verify they take effect by testing with the affected user account.


C. Best Practices

  • User Role Assessment: Evaluate user roles within the organization and their legitimate need to access tax documents. Assign access levels based on specific job functions and responsibilities to ensure only authorized personnel can view and print sensitive information
  • Regular Access Reviews: Conduct periodic reviews of user access levels to ensure they remain appropriate over time. Modify access settings when job functions change or when employees leave the organization
  • Change Management Protocol: Follow established procedures when modifying user permissions, including proper approval processes, documentation of changes, and notification to affected users about any access modifications


D. Troubleshooting

  • No access to Tax Docs page - verify Payroll Checks permission is set to "View" or "View & Print", check if user needs to log out and back in, confirm user account is active
  • User has admin rights but cannot access tax documents - admin rights do not override specific tax document permissions, configure Payroll Checks permission appropriately on FIS tab
  • Permission changes not taking effect immediately - have user log out and log back in, clear browser cache, wait for system synchronization, verify changes were saved properly


E. Related Articles

How to Upload and Print Tax Docs  

Tax Docs: Configuration

Tax Docs: Index Mapping

Tax Docs: How to Print My W-2


Conclusion

Securing tax documents requires careful management of user access permissions based on legitimate business needs and compliance requirements. By implementing appropriate permission levels through the Payroll Checks settings, you can ensure that sensitive tax information remains protected while enabling authorized personnel to perform their duties efficiently. Take action now by reviewing your current user permissions, implementing the recommended best practices, and establishing regular access review procedures to maintain a secure and compliant environment for handling tax documents.