Managing Logins in the Intranet

The primary use of logins within our software is to allow users access to our software and apply permissions to what they can access. Within a login, you can disable, reinstate the account, restrict users permissions, or grant elevated rights.

In This Article

Locating Logins

Find Disabled Accounts

Manually Update Windows Logins in the Software

New Employee with a Previously Used Username

Employee Changed their Last Name

Locating Logins

To look up an employee's login within the software (or find a list of super admins, for example), you'll need to have the elevated rights of an Employee Manager, Administrator, or Super Admin.

To locate their account:

1. Click Admin > Security tab > click Find Logins
2. Enter in the information for that employee
3. Click Search
4. Click into the desired account(s) that appear within the results

Here, you'll be able to manage their login details if they have a form login, restrict access with the 'global permissions do not apply' setting, and more.

Find Disabled Accounts

There can be a number of reasons why you would need to reinstate a login (e.g. returning employee, seasonal staff, etc), and this is an easy process within our software to accomplish.

1. As an admin, click Admin > Security tab > click Find Logins
2. Within the search criteria, check the box next to 'Show Disabled Logins' 
3. Type the username that the user is trying to login with into the User Name field
4. Click Search
5. Click the name of the user to open their account
6. Click Reinstate to reactivate the account 

The employee should now be able to log into their account.

Manually Update Windows Logins in the Software

In order to make changes to logins within the software when syncing with Active Directory, you'll need to disable AD Sync temporarily. Once the change has been made, re-enable AD Sync.

To do this:

1. Navigate to Admin > Security tab > Active Directory Synchronization
2. Click 'Disable' 
   • If you're using the previous version of Active Directory Sync in our software, uncheck the 'enable sync' option located under the Logins Sync section and save the change.
3. Make changes as needed for each login
4. Once completed, enable Active Directory Synchronization from the same screen shown above (Disable will be replaced with Enable within the Active Directory Synchronization screen)

New Employee with a Previously Used Username

In the situation where you've hired a new employee that may have reused an old username from a previous employee. This may cause confusion, especially if you're syncing with active directory and may require making a change to the previous login. This issue occurs because Usernames are unique within our software and especially with Active Directory, there's an ASID value associated with it. If that user account is brand new and doesn't match the ASID value, it won't make the connection and the user won't be able to log in.

To make this change:

1. Navigate to Admin > Security tab > find logins
2. Click into the login
3. Click 'Reinstate' to enable the account
4. Adjust the username to add a '1' to the end 
   • If syncing with Active Directory, you will need to disable the AD sync before this change can be completed using the instructions above.
5. Save the change
6. Click 'Disable' to complete this step
7. Try adding the new employee with the same username (e.g. jsmith)

If you're using Active Directory, try forcing a resync (Admin > Security tab > Active Directory Synchronization > Sync now).

Employee Changed their Last Name

In the scenario when an employee has changed their name, you can make this change through their login profile:

To make this change:

1. Click Admin > Security tab > find logins
2. Click into the account
3. Adjust the last name and username as needed
   • If syncing with Active Directory, you will need to disable the AD sync before this change can be completed using the instructions above.
4. Save changes

Note: If this user is synced over from AD, be sure to run a sync process. This should update their last name and username in the intranet. If the user still can't login, reboot the webserver as the credentials are being cached on the webserver.