Creating and Configuring Web Users
Info
The Business Portals includes two distinct user types: Business Portals for Business Central users and Web Portal users. This section provides information specifically related to Web users. For more informations about Business Central users, see Creating and Configuring Business Central Users.
Business Portals Web users are users who have the ability to log in to the designated portal created by Business Central users. Registered web users can access the portal and view data based on the specific configurations assigned to each user.
Creating a Web User
There are two methods for creating a new web user:
- Business Central user creates and configures the account directly.
- The user can register their own information through the registration process on the web portal.
Creating a Web User by a Business Central User
To create a new web user, follow these steps:
- In the Business Portals role center page, click on the Portal Setup in the ribbon bar.
- Navigate to the Web Users.
- Click on the New button to create a new web user.
- Fill in the necessary information for the new user, including the user name, email address, language code, and other required fields.
- The user is now created and can be configured further before being able to access the web portal.
Warning
Regardless of the registration method, the user must still be configured, including setting up business mappings, datasets, and other necessary configurations, before gaining access to the portal.
Configuring a Web User
Necessary configurations must be completed for the user before they can log in to the web portal. Prior to configuring the web user, ensure that a complete and functional dataset is prepared and ready to be assigned to the user. This section will provide detailed explanations for each available configuration for a web user.
General Settings
The General Settings section contains the basic configurations for the user. The username will serve as the login ID for the user in the web portal, the email address will be used for email-related events, such as registration confirmations, and the language code will determine the language displayed for the user. The General Settings section also allows for the deactivation of a user, either immediately or at a designated time.
Deactivating a User Immediately
To deactive a user immediately the option Account deactivated can be checked, this will render the user unable to login to the web portal.
Deactivating a User at a Specific Date
To set a deactivation date for a user, the Expiration Date field can be filled with a date. After this date, the user will no longer be able to log in to the web portal.
Warning
When using the Expiration Date field, the user will be processed in the deletion queue after the expiration date. The user will be permanently deleted after the deletion queue has been processed. To prevent the user from being deleted, the Do not delete option can be checked.
Registration Process
The Registration Process secttion will automatically be filled if the user has registered through the web portal using the registration form. However the registration process can be manually set by the Business Central user and override the default settings to skip a few steps in the registration process.
Flow of Registration Process
The registration process through the web portal registration form follows the below flow:
- The user will create an account by filling in the registration form through the web portal.
- The user data will be sent to the Business Central user for approval.
- The Business Central user will approve the registration then configure and assign the user to a specific dataset.
- The Business Central user will then send a welcome email for the user to confirm.
- The user will confirm the registration by clicking on the link in the email.
- The user can now log in to the web portal.
Overriding the Registration Process
The Business Central user can override the registration process. This will skip the approval process and the user will be able to log in to the web portal immediately. This could be useful for testing purposes or for users who need immediate access to the portal.
To make the user bypass the registration process, the Welcome E-Mail sent and Email Confirmed option can be checked.
Business Administration
The Business Administration section define the web user type. The user can be assigned to a Single User, Business Administrator, or Business User.
| User Type | Description |
|---|---|
| Single User | The user will have access to the web portal with the assigned dataset. |
| Business Administrator | The user will have access to the web portal with the assigned dataset and will have the ability to manage other users, that is set to Business User and linked to this Business Administrator. |
| Business User | The user will have access to the web portal with the assigned dataset, however the account information can be changed by the linked Business Administrator. |
Administration
This section are only available if a user is set to a Business Admin role. The options in this section will allow/disallow the Business Admin to manage other Business Users account that are managed by this Business Admin inside the Business Portal.
Deletion
This section will allow the Business Central user to delete the web user. The user will be processed in the deletion queue and will be permanently deleted after the deletion queue has been processed.
App Notification
The App Notification section is a read-only section that displays the configuration of the user's app notifications. The user will however receive the notifications inside the app regardless of the settings.
Business Mapping
The Business Mapping section allows the Business Central user to assign the user to a specific business mapping from the business central. The user will only have access to the assigned business mapping and will not be able to view any other business mapping.
Example
When a user is set to a specific business mapping, for example, the user is assigned to the Customer 10000 business mapping, the user will only have access to the data related to Customer 10000 and will not be able to view any other data.
Dataset
The Dataset section allows the Business Central user to assign a specific dataset to the user. The user will only have access to the assigned dataset and will not be able to view any other dataset. The dataset is a configuration of the data that will be displayed to the user in the web portal.
Creating or Changing a User Password
The Business Central user can create or change the password for the web user, by clicking on the Change User Password button in the action tab.
Publishing the User
After the user has been configured, the user must be published to the web portal. This will push all the configurations to the web portal and the user will be able to log in to the web portal with the configured settings.
Warning
Every changes made within the user configuration must be published to the web portal for the changes to take effect.
Troubleshooting
If the user is unable to log in to the web portal or encounters an error during login
Verify that the user has been configured correctly and has been published to the web portal. The Check Missing Configuration action can be used to identify any missing configurations for the user.
If an access denied error keep showing when logging in
- Verify that the user has been assigned to the correct business mapping and dataset. The user will only have access to the data related to the assigned business mapping and dataset.
- Verify that the user has been published to the web portal after the configurations have been made.
- Verify that the user has been been given a password, in the case of manually created users.
If the user can login but receive a dataset error
- Verify that the dataset that has been assigned to the user is a valid dataset and has been published to the web portal.
- Verify that the Dashboard Groups is completely configured and published to the web portal for the web portal, and the Mobile Dashboard Groups for the mobile app.