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Different user roles and rights

Modified on Thu, 17 Nov 2022 at 03:08 PM

You can perform a variety of tasks in Aico. To make it easier to see who is responsible for each part of the workflow, users are given different roles in the workflow.

This article will introduce these roles and the different tasks different people can perform in Aico, depending on their role in the workflow.

Aico user roles

Workflows can vary in complexity. Closing tasks, for example, are often fairly simple, so typically only preparers are needed. However, certain tasks may require an approver. Aico allows for up to three approvers. The number of approvers can either be fixed, varied by the set up of an individual task or dynamically varied based on the content, for example, a journal might have one approver if the value is over EUR 100,000 and 2 approvers if over EUR 500,000.


You will be listed as the creator of the task if you create the new document. For example, if you create a journal from scratch then you are the Creator. For some tasks, such as Aico closing tasks, the system User (Aicosys) is always the creator. Here, the system creates the tasks and assigns the documents generated by these tasks to the relevant preparers based on a defined schedule each month.


The Preparer is typically the first human user to participate in the workflow where the task has been created by the system. Preparers have the most rights to edit the document when performing the required actions. 

Approver (1 - 3)

Approvers have the right to approve a document. Their rights to do any changes other than approve or add a comment may be restricted in the document template settings. 


Handlers typically perform the final action on a document (for example, mark it as "Completed"). Often this final action is a "technical" step that should be restricted to a few users only. In some Aico modules, such as Aico Close Task Manager, this role may not be needed, but it is available for special situations.

Info: Segregation of duties ensures that no one is allowed to act more than once in the workflow.

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