Add a user
The Users administration simplifies creating and editing users and permissions across ONESOURCE products. This enables you to complete tasks for managing users and groups in 1 place across all products.
The 1st step in adding or editing users is to complete the
User Details
screen.- Sign in to ONESOURCE, then selectAdministration. The screen defaults toUsers.
- SelectAddto open theAdd New Userscreen.
- Enter theUser Details.
- Enter aUniversal IDfor this user. This is the sign in name for this user.noteReview the following rules for Universal ID, Display Name, and Password.Universal ID rules:
- The ID must be 8 characters long.
- The ID can only contain:
- Alphanumeric characters: 0-9, A-Z, a-z
- Special characters from this set: . - _ @
Display Name rules:- The full name can't exceed 200 characters.
- First and last names (separated by a space or comma) are required.
Password rules:- Your password can't repeat a character more than 5 times.
- Your password can't be the same as your sign in name.
- The maximum Password Length should be 255.
- The maximum Password Age should be 90.
- The minimum Password Age should be 1.
- The lockout Threshold should be 10.
- The inactivity Threshold should be 90.
- The minimum Password Length should be 8.
- The password needs to have 4 of the following character sets:
- English characters in capital letters (A-Z).
- English lowercase characters (a-z).
- Numbers (0-9).
- Non-alphanumeric characters (for example, @#$).
- The last 2 passwords can't be reused.
- Select theUser Typefrom the dropdown.
- Mark theBot User Accountcheckbox if the user is a bot account.noteABot User Accountenables automated processes. Scripts or applications can perform predefined tasks within a system without human intervention. We've introduced a new field to differentiate between human and bot accounts. This change is in preparation for User Administration redesign.You can update this field through the UI, import sheets, or APIs. We recommend updating this field for all Bot User accounts in your tenant to ensure correct account management.
- ChooseSelectin theLocationsfield to assign the user's location.
- Mark the checkbox next to the locations that apply, then selectDone.
- Set anAccount Expirydate for temporary users. After this date, the system will disable the account and the user can't sign in.
- You can manage a user’s status using theDisable AccountandEnable Accountbuttons.
- TheDisable Accountbutton lets administrators de-activate a user temporarily from the system.
- TheEnable Accountbutton reactivates users who areInactiveorDisabled, when needed.noteReasons a user may becomeInactive:
- Maximum password attempts: The user exceeded the maximum number of incorrect sign-in attempts and the system locked them out.
- User inactivity: The user didn't sign in for the number of days defined in the tenant (between 1 and 400 days, depending on tenant configuration).
Reasons a user may becomeDisabled:- Account expiry: The user’s account has reached the expiration date configured during user setup.
- Administrator decision: The administrator manually disables the account (short-term leave or contractor).
- Enter more information about the user in theNotessection.
- TheNotessection prints as part of a report.
- Enter information in theCommentssection.
- TheCommentssection records system-generated reasons for user lockout or disabling. Administrators should use theNotessection to add their own information about the user.
- SelectNextto continue.
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