LESSON INFO

Audience

  • Customer admins and supervisors who need to enable external access for Customers and Sold-Tos.
  • Implementation/support team members guiding customers through access rollout.

Prerequisites

  • You can log in to Themis-Trace.
  • You have an admin account with permissions to maintain the relevant data records:
    • Customer maintenance, and/or
    • Sold-To maintenance.

Skills you’ll build

  • You can decide whether external access should be enabled at Customer scope or Sold-To scope.
  • You can enable external access using Allow External Users.
  • You can validate access using low-risk checks.

LESSON OUTLINE

Concepts

  • External user access allows external users to view inventory records you give them access to.
  • External access is enabled per entity (Customer or Sold-To).
  • Use the smallest scope that matches the real-world relationship:
    • Prefer Sold-To when access should be narrower than the full customer.

Enable external access for a Customer / Sold-To

  1. Decide which entity you will use for access:
    • Use Customer when the external user should see inventory for the full customer.
    • Use Sold-To when access should be narrower than the full customer.
  2. Enable external access on the chosen entity:
    • Customer:
      1. Navigate to the Customers maintenance screen.
      2. Open the correct customer record (Edit) or create it (New).
    • Sold-To:
      1. Navigate to the Sold-To maintenance screen.
      2. Open the correct Sold-To record (Edit) or create it (New).
    • Check Allow External Users.
    • Click Save & Close.
    • Confirm the save succeeds.
    • Result: the system automatically creates the corresponding Customer/Sold-To group.
  3. Create the external user account (if it doesn’t exist yet):
    1. Navigate to Administration → Users.
    2. Click New.
    3. Enter the required user fields.
    4. Click Save & Close.
  4. Add the external user to the newly-created group:
    1. Navigate to Administration → Groups.
    2. Search for the group created for the Customer or Sold-To you enabled.
    3. Open the group (Edit).
    4. Add the external user to the group’s user list.
    5. Click Save & Close.
  5. Validate access (low-risk):
    1. Have the external user sign in.
    2. Confirm the external user can view the expected inventory records for the chosen Customer/Sold-To.

COMMON ISSUES

    • Likely cause

      • External access was enabled on the wrong entity (wrong Customer or wrong Sold-To).

    • Checks

      • Confirm Allow External Users is enabled on the correct Customer or Sold-To.

    • Fix

      • Enable external access on the correct entity and re-test.

  • External user access is only available via the web app.