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Managing SXP Employee Users

First published on: 07/12/2023/6:35 pm

You can configure employee users to log into SXP Employee or web applications built using SXP from the Admin Web by accessing the "List Employee Users" option.

User Management Actions

The action bar provides tools for managing selected user accounts:

New User

Create a new employee user account. You will be prompted to enter user details such as email, name, employee ID, and assigned roles.

Reset Password

Resets the password for the selected user(s).
Use this if a user has forgotten their password or cannot log in.

Activate

Activates selected inactive user accounts, allowing them to log in and access assigned features.

Deactivate

Deactivates selected user accounts and prevents them from logging in.
Deactivated users remain in the system and can be reactivated later.

Unlock

Unlocks user accounts that have been locked due to either inactivity or other means. By default, any users that have not logged in for more than 6 months will be locked upon the next login attempt. Accounts can also be locked due to failed login attempts.

Filters and Search

Active Users Only

When checked, the list displays only users with an Active status.

Search

Use the search field to quickly find users by email, name, or other identifying information.

Each column also includes filter fields and sort controls to refine the list further.

User List Columns

Each row in the table represents one employee user. Users can be filtered by using the options below the column names for example, to display all users in a particular role. The columns are described below:

Email - Displays the user’s login email address.
First Name / Last Name - Displays the user’s first and last name as configured in their profile.
Employee ID - A unique identifier associated with the user, typically mapped to an ERP or internal employee record.
Sales Employee - Indicates whether the user is associated with a sales role and displays the corresponding sales employee name.
Status - Shows the current account status, Active, Inactive or Locked.
Web Roles - Displays the roles assigned to the user, which control access to menus, screens, and features.
- Roles are shown as labeled tags
- A “+” indicator shows additional roles not fully displayed

User Expiry

By default accounts that have not accessed SXP Employee for 6 months will be locked if an attempt is made to login. A system administrator can unlock the account using the unlock option.

New User

The Add New User screen is used to create a new employee user account, provide access to SXP Employee and to assign initial roles and permissions.

Fields and Options

Email

The login email address for the user. This must be unique across all users and is used for authentication and account communication.

First Name / Last Name

The user’s display name throughout the application.

Sales Employee

Optional mapping to a sales employee record for users that will use the Sales App. Select No Sales Employee if the user does not represent a sales role. Used to filter Business Partner access in Sales App

Active

When checked, the user account is created as active and can log in immediately. If unchecked, the account is created in an inactive state the user cannot be access SXP Employee until activated.

Send Password

When checked, a password email is sent to the user after creation. Recommended for new users who require access.

Web Roles

Defines what the user can see and do within the platform. Roles control access to menus, screens, and administrative functions. Multiple roles may be assigned.

A list of roles is provided below

Role	Feature	Description
Credit card import	Expense User	Grants access to the Expense User credit card import feature as an end-user. `Credit Card Import` must be enabled, and the configuration setting '`Enable End User'` must be turned on.
Credit card import admin	Expense User	Grants access to the Expense User credit card import feature as an administrator. Credit card import admin users should also be assigned the role `Credit Card Import`. Administrators may import credit card files and assign them to other Expense Users. `Credit Card Import` must be enabled.
Dashboard	Standard	Grants access to dashboard functionality. Additional roles may be required to see specific dashboards.
Dashboard admin	Standard	Grants access to the dashboard administration page. Add the `Dashboard` role to ensure full dashboard access. Doesn't grant global access to dashboards. Additional roles may be required to administrate specific dashboards.
EditLayout	Standard	Grants access to report view editing, if enabled.
Edit order	Sales User	Version 92.5 and higher. Allows users to edit existing orders that haven't been closed, as defined by the query `B1WebAPI_SU/IsOrderEditable`. As of version 93.4, allows users to cancel existing orders that haven't been closed, as defined by the query `B1WebAPI_SU/IsOrderCancelable`. Requires a named Sales User license and role access to the desired order document.
Edit quote	Sales User	Version 92.5 and higher. Allows users to edit existing quotes that haven't been closed, as defined by the query `B1WebAPI_SU/IsQuoteEditable`. As of version 93.4, allows users to cancel existing quotes that haven't been closed, as defined by the query `B1WebAPI_SU/IsQuoteCancelable`. Requires a named Sales User license and role access to the desired quote document.
Expense admin	Expense User	Grants access to all expense-related reporting, including other’s data.
Expense booking paying	Expense User	Grants access to the Expense User booking queue.
Expense reports	Expense User	Grants access to expense-related reporting.
Expense user	Expense User	Do not add or remove this role. Instead, use the `Enabled Expense User` checkbox on the Expense User tab to update this role automatically. Grants access to Expense User, if licensed.
GL override	Expense User	Do not add or remove this role. Instead, use the `Allow user to override account segment filtering` checkbox on the Expense User tab to update this role automatically. Grants the ability to manually select the GL account associated with an expense type.
Sales exec	Sales User	Version 92.7 and higher. Grants access to advanced opportunities and activities reporting. Provides visibility into opportunities belonging to any user. This role can't edit activities. As of version 93.3, this role gives licensed users access to place/update orders and quotes on behalf of all customers. The 'Search Customers', 'My Customers', and 'List All Customers' reports display only directly assigned customers. Other user’s customers can be accessed using the 'Place Order' customer search or within the customer's details page.
Sales manager	Sales User	Grants access to advanced opportunities and activities reporting. Provides visibility into opportunities belonging to this user’s subordinates (salespeople with this employee assigned as their manager). As of version 93.3, users with this role can access their subordinate employees' customers. That is, 'Sales Manager' users can place orders/quotes against customers who belong to employees whose B1 manager is this user. The 'Search Customers', 'My Customers', and 'List All Customers' reports display only directly assigned customers. Other user’s customers may be accessed using the 'Place Order' customer search or within the customer's details page.
Sales user	Sales User	Grants access to Sales User features and basic reporting. Grants the user access to edit their own customers and opportunities. Sales User features enabled by this role include: - Add new lead - Customer search - Place order - Place quote - My opportunities (opportunities board) - Sales User basic reports related to the currently logged-in salesperson.
Super	Standard	Grants access to administrative reporting.
ZB1EPS	Sales User	Grants access to Sales User 1.0 features and functionality.

Edit User

The Edit User screen is used to update an existing user’s information, roles, or account status, or to reset the users password.

Additional Actions

Reset Password

Sends a password reset email to the user. Use if the user has forgotten their credentials or for security resets.

Best Practices

Assign the minimum roles required for a user to perform their job.
Use Reset Password rather than recreating user accounts.
Review role assignments regularly for security and compliance.

Last modified: 03/27/2026/12:40 pm