Creating Users in On-Site Instances

Overview

If an individual needs access to Sugar to view and create records, the system administrator must first create a user account in their Sugar instance. There are several ways that administrators can create new users in Sugar including via the Users module, duplication, and import. This article covers the basic steps of creating regular users via the Users module for on-site administrators. For alternative methods of user creation and details about the various types of users in Sugar, refer to the User Management documentation.

Note: For instances using SugarIdentity, the system administrator will need to access SugarIdentity to create and manage user records. For more information on creating users in SugarIdentity, refer to the SugarIdentity Guide. 

Prerequisites

• You must be an administrator or have developer-level role access to create new users via Admin > User Management.
• Your instance of Sugar must be hosted on-site.
• You must have purchased enough seats with your Sugar subscription to accommodate the users you wish to create. For more information on user types that count towards the number of purchased Sugar licenses, refer to the Understanding User Types, License Types, and Sugar Licenses article or the User Management documentation.

Steps to Complete

Use the following steps to create a new user via the Users module:

1. Log into your Sugar instance and navigate to Admin > User Management.
2. Click the three-dots menu in the Users module tab and select "Create New User" in the Actions menu.
   
   
3. On the User Profile tab, enter as much information (e.g. name, address, phone, and email address) as you can for the user, paying particular attention to the required fields (e.g. User Name), which are marked with a red asterisk (*). Leave the User Type field set to "Regular User". In the Reports To field, select the Sugar user that directly supervises this user. Sugar uses the Reports To field to make decisions related to Forecasts, Workflows, SugarBPM Processes, and more.
   
4. Click the Password tab and enter a temporary password for this user. Confirm that the password requirements listed to the right of the password fields are checked off, indicating that the password meets all requirements. Re-type the password in the Confirm Password field for verification.
   • Note: If the system-generated password feature is enabled in Sugar, the Password tab will not appear in the user's profile. Instead, a system-generated password will be sent to the user automatically when you save the new user record. You can disable this feature if you wish to create passwords manually in Sugar. For more information on configuring system-generated passwords, refer to the Password Management documentation.
   
5. Click the Advanced tab on the user record and confirm the user's available modules, locale settings, etc. When satisfied, click "Save" to activate the new user record in Sugar. Proceed to the following steps now to define the activated user's team and role settings.
   Note: The Password Updated dialog box will appear. Simply click the "X" to close the box.
   
6. On the newly created user record, you will now see a tab labeled "Access". Click this tab to configure the user's team and role settings.
   
7. On the Access screen, scroll down the page to the Roles and My Teams subpanels. Roles in Sugar control the actions users may perform on records, whereas teams control the general access to records. Use the Select button to associate the appropriate role(s) and team(s) for this user. For more information on roles or teams in Sugar, refer to the Role Management and Team Management documentation.
   • Note: Sugar will automatically create a private team for the user and assign it and the Global team to the user. 
   • After selecting a role or team from the pop-up window, you must click the Access tab again if you wish to view the Roles and My Teams subpanels.
   

Summary

The new user is now fully set up in Sugar, and the account is now ready to be accessed. Please provide the Sugar username and password information to the individual associated with the user account and ask them to log in and update their password from the temporary one you created. For more information on changing passwords in Sugar, refer to the Changing a User's Password article.

Also, they can update their basic information, personal email settings, etc. as they desire via their user preferences. For more information on viewing and updating user profile information in Sugar, refer to the Getting Started documentation.