External Users

External users are non-employees with read-only access to the Jobs and/or Calendar pages. For each external user, you determine the specific accounts or jobs they may see. External roles determine which views the external user can access.

Watch a short video demonstration

Summary

1. Create Views for external users
2. Create External Roles
3. Create External User
4. Impersonate the external user to verify access
   

Step by Step Instructions

1. Create Views for external users

   1. Go to Job > View Jobs or Calendar > View Calendar
   2. Click on
   3. Make the desired selections and click OK. (Click here for help creating views.)
      (NOTE: Don't limit the view to a specific account. Account access is defined when creating the external user id. If you want all your external users to view the same type of information you only need to create one external view.)
   4. Click on
   5. Select External View, type in a Name and click OK. (Skip the External Roles for now, we'll discuss these in the next step.)

2. Create External Roles

   1. Go to Admin > External Roles
   2. Click on
   3. Type in a name (e.g. Dealers) and select the appropriate View(s)

3. Create External Users

   1. Go to Admin > External Users
   2. Click on
      • Enter user information
        • User Name is required. This is the name the external user will use to log in
        • Auto-disable - enter a date if you wish to specify when the user can no longer have access
      • Security Restrictions
        • External Roles - select a Role
        • Accounts - gives the user read-only access for all jobs for the account
        • Jobs - gives the user read-only access for the specified jobs
   3. Click

4. Impersonate the external user to verify access

   1. Go to Admin > External Users
   2. Click on the user name and select Impersonate user 'user name'
   3. After verifying they have the appropriate access, click on Stop Impersonating: 'user name' on the menu bar