Portal Users
A portal user is one login belonging to one person. The login is tied to a record in the ERP — a customer, a supplier or an employee — and that tie is what decides everything the user can see. Portal Users is where those logins are created, and it is reachable both from the Portal page and from Setup → Users.
Creating a login
| Field | Notes |
|---|---|
| Person Type | Customer, Supplier or Employee. This decides which portal the user gets. |
| Person Name | The customer, supplier or employee record. For customers you may attach the login to a contact. |
| Full Name | How they are addressed in the portal. |
| Their login name. It must be unique. | |
| Password | Required, unless the employee is using their ERP password. |
| Inactive | Suspends the login without deleting it or its history. |
The list shows Last Visit, or Never Logged in. That column is the honest measure of whether the portal is being used, and it is worth looking at a fortnight after you roll it out.
Employees signing in with their ERP password
An employee who already has an ERP user account can use that password for the portal too. The switch Use this user's ERP password is on by default when it applies. With it on, no password field is shown and the portal row is saved without one; at login the password is checked against the ERP account instead.
It applies only when all of these hold:
- The portal email is the employee's email.
- It is also the email of the ERP user set as the employee's User Account.
- That ERP account is active and still linked to this company.
The link is to the employee's User Account, never to "whoever has this email" — so an email freed by a deleted or renamed account cannot be picked up by someone else to sign in as that employee. A failed attempt answers Invalid email or password like any other and is counted in Login Failures.
Only the password is compared. Signing in to the portal creates no ERP session and does not disturb any ERP session the employee already has. Customers and suppliers always have their own portal password.
Changing a password
Leave the password field blank when editing and the existing password is kept — the field is labelled blank = unchanged. For an employee on the ERP password, the form says whose ERP password is in use and that it is reset in the ERP, not here.
Permission
Portal Users is guarded by SA_PORTAL_USERS. The tab is hidden without it, and a direct post is refused as well — so the gate holds even if somebody keeps a link. The rest of the Portal tabs are guarded by the company setup permission.
More than one login per record
A customer with several people who need access gets several logins, optionally each attached to a different contact. They all see the same customer's documents; the separate logins are about knowing who did what, and about being able to suspend one person without locking out the whole account.