How to Change User Permissions in Sage 100 for Printer

Understanding Printer Access in Sage 100

Before making any changes, it's important to understand that printer access in Sage 100 is controlled by both Windows permissions and Sage 100's internal security settings. When users experience printer access issues, such as only seeing deferred printing options or no printers at all, it's typically due to insufficient permissions at one or both of these levels.

Windows-Level Permission Configuration

Checking Basic Windows Printer Access

First, ensure users have proper Windows-level access to the printers. This requires checking several key areas:

1. Open the Windows Control Panel and navigate to Devices and Printers
2. For each relevant printer, right-click and select Printer Properties
3. Navigate to the Security tab
4. Ensure the user or relevant security group has these permissions:
   • Print
   • Manage Documents
   • Manage Printer

Local MAS90 Folder Permissions

For Sage 100 Advanced or Premium editions, users must have full control of the local MAS90 folder:

1. Navigate to the local MAS90 installation folder
2. Right-click and select Properties
3. Click the Security tab
4. Add the user or security group
5. Grant Full Control permissions
6. Apply changes and click OK

Sage 100 Internal Security Configuration

Role-Based Access Control

Sage 100 2021 and later versions offer enhanced security features through role-based access control:

1. Access Library Master module
2. Navigate to the Security Menu
3. Select Role Maintenance
4. Choose the appropriate role type (Admin, Auditor, or Employee)
5. Configure printing permissions for the selected role

User-Specific Permissions

To modify individual user permissions:

1. Open Library Master
2. Select User Maintenance
3. Choose the specific user
4. Configure printer access rights
5. Save changes

Advanced Configuration Steps

SOTA.INI Configuration

For Crystal Reports and other advanced printing functions:

1. Locate the SOTA.INI file in the Sage 100 installation directory
2. Verify the UNC path settings
3. Ensure the database path is correctly configured
4. Check user permissions for the specified paths

Print Server Configuration

When using a dedicated print server:

1. Verify printer driver consistency across all workstations
2. Ensure proper network connectivity to the print server
3. Configure printer deployment via Group Policy if necessary
4. Set up printer security groups for access control

Troubleshooting Common Issues

Deferred Printing Only Option

If users can only access deferred printing:

1. Verify Windows user account hasn't expired
2. Check network connectivity to the Sage 100 server
3. Confirm all required services are running
4. Review user permissions in both Windows and Sage 100

Missing Printers

When printers don't appear in Sage 100:

1. Remove any invalid or disconnected printers from Windows
2. Verify the default printer is properly configured
3. Test printing from other applications
4. Confirm proper printer driver installation

Best Practices for Printer Permission Management

Security Groups

Instead of assigning permissions to individual users:

1. Create logical printer security groups
2. Assign users to appropriate groups
3. Manage permissions at the group level
4. Document group assignments and purposes

Regular Maintenance

Implement these maintenance procedures:

1. Regular audit of printer permissions
2. Removal of obsolete printer configurations
3. Verification of printer driver updates
4. Documentation of all printer-related changes

Testing and Verification

After making permission changes:

1. Log out of Sage 100 completely
2. Log back in with the affected user account
3. Test printing to various printers
4. Verify print job completion
5. Document successful configurations

Additional Considerations

When managing printer permissions in a multi-user environment:

1. Consider implementing printer deployment via Group Policy
2. Maintain consistent printer naming conventions
3. Use UNC paths instead of mapped drives
4. Keep detailed documentation of all printer configurations

By following these comprehensive steps and maintaining proper documentation, you can effectively manage printer permissions in Sage 100 while minimizing disruptions to your users' workflow. Remember that changes to permissions may require system restarts or user session refreshes to take effect fully.

Citations: [1] https://www.acutedata.com/deferred-printer-is-the-only-option-available-when-accessing-a-printing-task-2/ [2] https://www.askforaccounting.com/sage/sage-100-not-printing/ [3] https://www.rklesolutions.com/blog/enhanced-user-roles-and-security-for-sage-100 [4] https://help-sage100.na.sage.com/2023/Subsystems/LM/Global/PRINTER_SETUP_OVR.htm [5] https://www.reddit.com/r/sysadmin/comments/7abqqq/administering_sage_100_erp_is_the_most/