On this form, you can add users to the system and edit existing users. You can assign roles to a user, associate the user with an employee or business contact account, and edit user information. You can also use the form to delete obsolete users. Also, from this form, you can sign in as the selected user if you need to see the system as the user sees it.
To get access to the system, users must authenticate themselves by entering their username and password. These users should have roles assigned before they sign in to the system. Each role is a set of access rights, or permissions, to work with system entities. You can assign to each user one role or multiple roles in accordance with different sets of responsibilities. For more information, see User Access: General Information and Restriction Groups in Acumatica ERP.
If your system is integrated with Active Directory (AD), Active Directory Federation Services (AD FS) or Microsoft Entra ID, all domain users access Acumatica ERP by using the same credentials they use to sign in to the local network. The password and user account policies are set at the domain level, and the security policy settings in Acumatica ERP do not affect user accounts. In this case, the roles assigned to users are defined by AD or Entra ID groups by default but can be overridden for specific users. For more information, see Integration with Active Directory and Integration with Microsoft Entra ID.
The form toolbar includes the buttons described below.
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You can use this dialog box, which opens when you click the Reset Password button, to reset the password for the selected user.
This dialog box opens when you click the Add Active Directory User button. By using this dialog box, you can add an AD user from the list of available users to the list of users in Acumatica ERP.
You use this area to specify the settings for a new user account or to edit and possibly update an existing account.
This section is available only if the Two-Factor Authentication feature is enabled on the Enable/Disable Features (CS100000) form.
By using this tab, you can view, add, and remove any role assigned to the selected local user.
For a domain user, this tab shows the roles assigned to the user automatically depending on the Active Directory groups associated with the user. To assign other roles to the domain user, select the Override Active Directory Roles with Local Roles check box in the Summary area, and assign the roles to the user on this tab.
The table toolbar has only standard buttons.
On this tab, you can see the account usage information. This tab is not available for domain users.
You can use this tab to set up the range (or ranges) of IP addresses from which the user may sign in. If you have specified addresses here, access from other addresses will not be allowed. If you want to specify a list (rather than a range) of IP addresses, specify the same address in both columns for each IP address.
You can use this tab to see whether single sign-on (SSO) with particular external identity providers has been configured and activated for the user. For more information, see Integrating Acumatica ERP with OpenID Identity Providers.
The data in the table is read-only.
All providers added as part of a customization project are available only if the Active Directory and Other External SSO feature is enabled on the Enable/Disable Features (CS100000) form.
On this tab, you can specify a variety of default settings to be used in Acumatica ERP for the selected user. For example, you can select one of the available certificates as the user’s personal certificate for signing portable document format (PDF) files. Users can change these settings themselves on the User Profile (SM203010) form.
On this tab, you can review a list of all personal email accounts related to the selected user—that is, the email accounts for which the value of the Personal Account For box on the Email Accounts (SM204002) form is the name of the selected user. The data in the table is read-only.
You can add an email account to the table by clicking Add Email Account () on the table toolbar of the tab and creating a new email account record on the Email Accounts (SM204002) form that will open in a new browser tab with the Personal Account For box prefilled with the name of the selected user.
This tab is available only if the Salesforce Integration feature is enabled on the Enable/Disable Features (CS100000) form.
On this tab, you can review the synchronization status of the record. If the record has not been synchronized with Salesforce, you can initiate the synchronization process by clicking the Sync with Salesforce button. For more details, see Overview of Synchronization with Salesforce.
The table toolbar includes the buttons described below.
You can use this tab to manage the devices a user uses to sign in to the Acumatica mobile app. The system automatically registers a particular user’s device when he or she signs in to the mobile app if the device allows the user to receive push notifications. The system updates the information about the device on this tab, if needed, with each sign-in to the mobile app. For details, see User Access: Mobile Devices.
The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
On this tab, you can turn on and configure location tracking for the selected user. With this location tracking turned on, the user’s past location coordinates can be viewed on the Location Tracking History (SM202000) form.
For GPS location coordinates to be tracked, on the user’s device, GPS location recording has to be switched on.
If the field services functionality is used in your system, and the Show Location Tracking check box is selected on the Service Management Preferences (FS100100) form, you can view the latest location of the user on maps of the Staff Appointments on Map (FS301100) and Staff Routes on Map (FS301000) forms.
In this table, you can specify, view, and edit the days and time periods when the system registers the location of the user’s mobile device.
If an employee account is selected in the Linked Entity box of the Summary area of the current form, when the Location Tracking check box is initially selected, the system copies the settings to the table from the calendar assigned to the employee in the Calendar box of the Employees (EP203000) form. If no employee is specified in the Linked Entity box, when the Location Tracking check box is initially selected, the table is empty and you can insert the times manually.