Table of Contents

Manage web portal users

Web portal users allow your customers and partners to access specific Business Central data through the 3PL Web Portal. Use the Users page to create, configure, and manage user accounts, including their roles, permissions, and access settings.

Prerequisites

Before you begin, ensure you have:

  • Administrative access to Business Central
  • Contact records created for the users you want to add
  • Understanding of the roles and permissions needed for each user
  • Valid email addresses for user registration

User account properties

Field Description
User No. Unique identifier for the user (auto-generated if empty)
Contact No. Links to an existing contact record
Contact Name Name of the contact (automatically filled from contact record)
Registration E-Mail Email address for portal login and notifications
App User ID User ID for app platform access
Reference Customer or entity reference linked to the user
Enabled Controls whether the user can access the portal
Created in Portal Indicates if the user account was created through the portal
Status Shows registration status (select to check if user is registered)

Create a new user

To add a new user to the web portal:

  1. In the Users list, select New.
  2. Fill in the required information:
  • Contact No.: Choose an existing contact from the lookup
  • Registration E-Mail: Enter a unique email address
  • Reference: Add customer or entity reference as needed
  1. If you leave User No. empty, the system generates one automatically.
  2. Set Enabled to Yes to activate the user account.

The system sends an activation email to the user's registration email address.

Note

The Registration E-Mail must be unique for each user account.

Manage user access

Enable or disable user access

To control user portal access:

  1. Open the user account you want to modify.
  2. Set the Enabled field:
  • Yes: User can access the portal
  • No: User cannot access the portal
  1. The system automatically updates the user's access permissions.
Important

Disabling a user clears their cache and immediately revokes portal access.

Check user registration status

To verify if a user is properly registered:

  1. Open the user account.
  2. Select the Status field value.
  3. Choose Get Status to check current registration state.

Configure user roles and permissions

User roles determine what data and portal views each user can access.

Assign roles to a user

  1. Open the user account.
  2. Select Roles to open the user roles page.
  3. Add roles as needed to grant appropriate permissions.

For detailed information about configuring roles, see Configure user roles and permissions.

Advanced user management

Reset two-factor authentication

If a user experiences login issues with two-factor authentication:

  1. Open the user account.
  2. Select Reset 2FA.
  3. The system resets the user's two-factor authentication settings.

Copy user configuration

To quickly set up a new user with similar permissions:

  1. Create the new user account.
  2. Select Copy User Configuration.
  3. Choose the source user whose configuration you want to copy.
  4. The system copies roles and settings to the new user.

Deregister a user

To remove a user's registration from the portal:

  1. Ensure the user is not enabled.
  2. Select Deregister User.
  3. Confirm the action when prompted.
Caution

You cannot modify or delete an enabled user account. Disable the user first.

Monitor user activity

Check last access

Use the Status information to monitor when users last accessed the portal:

  1. Select the Status field value.
  2. Choose Get Status.
  3. Review the Last Access At information.

Identify portal-created users

The Created in Portal field helps you identify users who registered themselves through the portal versus those created by administrators.

Troubleshooting

Use the following guidance to resolve common user management issues:

Cannot enable user

Cause: Duplicate email address
Solution: Ensure the Registration E-Mail is unique across all users

Cannot modify user

Cause: User account is enabled
Solution: Disable the user account before making changes

User cannot access portal

Possible causes and solutions:

  • User not enabled: Set Enabled to Yes
  • No assigned roles: Assign at least one role with appropriate permissions
  • Email not verified: Check user's email for activation message
  • Registration issues: Use Deregister User and re-enable to trigger new registration

Best practices

Follow these recommendations for effective user management:

  • Use descriptive references: Add meaningful customer or entity references to help identify user relationships
  • Regular access review: Periodically review user access and disable inactive accounts
  • Role-based permissions: Use roles to manage permissions rather than individual user settings
  • Monitor registration status: Regularly check user registration status to ensure proper portal access
  • Backup configurations: Use the copy configuration feature to maintain consistent setups
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