How to Grant an Auditor Read-Only Access to View Transactions, Attachments, and Audit Trails

Overview

This article explains how to securely grant an external auditor read-only access to your Microix system, including access to all transactions, attachments, and audit trails.
Microix does not allow non-organizational email domains for login accounts; therefore, you must create a user using a fake email address that matches your organization’s domain and place the auditor’s real email address in the Alternate Email field.

Prerequisites

Before creating an auditor account, ensure the following:

1. A Web License Is Available

A new user requires an available web license.

To check:

1. Navigate to Maintenance → User Maintenance

2. Open the Register Product panel

3. Review the number of remaining web licenses displayed

If no licenses are available, you must first free one or purchase additional licenses.

2. An Organization-Matching Email Address

Because Microix requires login accounts to match the organization’s email domain, create a fake email account ONLY in Microix using the correct format.
Example:

• If your domain is @abc.gov

• Create an email such as auditor1@abc.gov

Enter the auditor’s real email in the Alternate Email Address field so they can receive system notifications and welcome instructions.

Step-by-Step Instructions

Step 1 — Add the Auditor as a New User

1. Navigate to Maintenance → User Maintenance

2. Click the “+” icon located in the data grid to create a new account

3. Enter the auditor’s Information:

   • First Name

   • Last Name

   • Fake organizational-domain email address

   • Real email address in Alternate Email Address

4. Click Save

Step 2 — Assign Read-Only Access via Security Settings

A. Grant Access to Document Search

1. Go to User Security

2. Search for "Document Search" (see image below)

3. Select the auditor’s name

4. Click Add

This provides visibility into transactions and related details.

B. Grant Access to the “Show All” Function

1. While in the User Security Page, select the role "Button/Function List" 

2. Search for "Show All" (see image below)

3. Select the auditor’s name

4. Click Add

This ensures the auditor can view all allowed transactions without limitations but still in read-only mode.

Step 3 — Send the Auditor Their Welcome Email

Once permissions are assigned:

Option 1:

• Return to User Maintenance

• Select the auditor’s account

• Click “Welcome Email”

Option 2:

• Edit the auditor’s account

• Choose “Re-send Welcome Email”

This email contains login instructions so the auditor can access the system.

Step 4 — Disable or Delete the Account When Audit Is Complete

When the auditor no longer needs access, you may:

• Inactivate the user account (recommended for potential future audits), or

• Delete the account entirely

This is managed in Maintenance → User Maintenance.