Configuring User Accounts

Administrators can configure user accounts to modify usernames, security roles, contact information, CRM associations, manager assignments, and locale settings. Configuration options vary depending on the user's license type.

Requirements

To configure user accounts other than your own, you must have:

Administrator System Role permissions

Note: Users with limited administrative permissions cannot edit user accounts.

Accessing User Configuration

For Administrators (Editing Other Users)

Navigate to the Setup Home page
Click Security > Manage Users
Click the user you want to configure
Click Edit

For Personal Account Configuration

Navigate to the My Settings page
Click Personal Information

User Information Configuration

Configure the following fields based on user type:

Basic Information (All User Types)

First Name and Last Name: Enter the user's name
Role: Select appropriate security role (see About Magentrix Security Roles)
Active: Check to activate the user account (consumes license when active)
Title: Enter user's title (Miss, Ms., Mrs., Mr., etc.)
Alias: Enter name that appears on user's Social Profile if their profile is private
Email: Enter user's email address for notifications and communications
Username: Enter login name for portal access
Phone and Mobile Phone: Enter user's contact numbers
Agreed with Terms & Conditions: Auto-checked when user accepts portal Terms & Conditions during registration

Employee User Specific Fields

Manager: Enter or search for the user's manager (see About Manager Hierarchy for Internal Security)
Organization Name: Enter the name of the user's organization

Important: Employee users should NOT have Account or Contact records associated with them.

Partner and Customer User Specific Fields

Account: Select the CRM Account record to associate with this user (required for data filtering)
Contact: Select the Contact record to associate with this user (required and typically auto-populated)

Address Information (All User Types)

Country: Enter the country of the user's address
Street: Enter the street name of the user's address
Postal Code: Enter the postal code of the user's address

Locale Settings Configuration

Configure regional and language preferences:

Language: Select the user's portal language (determines interface language)
Currency: Select the user's preferred currency for financial displays
Locale: Select the user's locale (specifies regional formatting for time, date, and numerals)
Timezone: Select the user's timezone for proper time display

User Type-Specific Configuration Guidelines

Employee Users

Focus on Manager hierarchy and organizational details
Ensure no Account or Contact associations
Configure appropriate administrative permissions through Security Role
Set up manager relationships for internal security hierarchy

Partner Users

Ensure proper Account and Contact associations for data filtering
Verify Contact record exists in connected CRM
Configure locale settings appropriate for partner's geographic location
Select Security Role that provides appropriate partner access levels

Customer Users

Ensure proper Account and Contact associations for data filtering
Verify Contact record exists in connected CRM
Configure locale settings appropriate for customer's geographic location
Select Security Role that provides appropriate customer support access levels

Important Considerations

Account and Contact Associations

Critical for Partner/Customer Users: These associations control what data users can access
Prohibited for Employee Users: Employee users should never have these associations
Incorrect associations can cause data access issues or security problems

Security Role Selection

Choose roles that match the user's intended access level and responsibilities
Different roles are available for different user types and portal solutions
Test role permissions before assigning to production users

Activation Status

Active users consume licenses from your allocation
Inactive users can be created beyond license limits but cannot log in
Monitor license usage when activating multiple users

Manager Hierarchy (Employee Users Only)

Manager relationships enable internal security and reporting structures
Only relevant for Employee users within your organization
Used for approval workflows and organizational reporting

Saving and Validation

After configuring all required fields:

Click Save to apply changes
System validates required associations (Account/Contact for Partner/Customer users)
Changes take effect immediately for active users
Users receive notification emails for significant changes (role changes, activation, etc.)

Best Practices

Test configurations with sample users before large-scale deployment
Document role assignments to maintain consistency across similar users
Regular audits of user configurations to ensure proper access levels
Coordinate with CRM admins when modifying Account/Contact associations for Partner/Customer users

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