User Accounts

User Accounts is the central module for managing who can access LMI and what they can do within the system. Each user account connects to authentication services and can be assigned to security groups, organizations, units, and teams.

Overview

The User Accounts module allows you to:

• Create and manage user accounts with email-based authentication
• Assign users to security groups for role-based permissions
• Associate users with organizations, units, and teams
• Link users to sales rep or driver profiles for operational access
• Archive and reactivate users as needed
• Filter and search users across your organization

Accessing User Accounts

Navigate to Settings → Administration → User Accounts in the sidebar to access the user management interface.

User Accounts List

The User Accounts list displays all users in a searchable, filterable table.

Table Columns

Column	Description
Name	User’s full name (first and last). Archived users display an “Archived” badge. Click to open the edit panel.
Email	User’s email address used for authentication
Version	Application version the user is running (for mobile app users)
Security Groups	Assigned security groups. Shows badges with “+X MORE” for multiple groups.
Organizations	Associated organizations. Default organization displays in blue.

Searching Users

Use the search bar to find users by name or email address. The search filters results in real-time as you type.

Filtering Users

Click the Filters button to access filter options:

Filter	Description
Archived	Show active users only, archived users only, or all users
Organization	Filter by one or more organizations

Saved Views

Save frequently used filter combinations as views for quick access. Use the saved views dropdown to switch between views or create new ones.

Viewing User Details

Click on a user’s name in the table to open the detail panel. The panel displays all user information and allows editing.

Note

Archived users can be viewed but their fields cannot be edited until reactivated.

Adding a New User

1. Click the menu button (three dots) in the header
2. Select Add User from the dropdown
3. Fill in the required user information
4. Assign security groups (required)
5. Optionally assign organizations, units, and teams
6. Click Save to create the user

Tip

When creating a new user, the system automatically creates an authentication account. The user will receive login credentials via email.

Editing a User

Click on a user’s name to open the edit panel. Modify the fields as needed and click Save to apply changes.

User Information Fields

Field	Required	Description
First Name	Yes	User’s first name
Last Name	Yes	User’s last name
Email	Yes	Email address used for authentication and notifications
Password	Yes (new users only)	Must be 8+ characters with uppercase, number, and special character. Hidden when editing existing users.
P21 User ID	No	Integration identifier for P21 ERP system

Access & Permissions

Field	Required	Description
Security Groups	Yes	One or more security groups that define user permissions and roles

Organizational Assignment

Field	Required	Description
Organizations	No	Organizations the user can access and work within
Default Organization	No	The organization selected by default when the user logs in
Units	No	Business units the user is associated with
Teams	No	Teams the user belongs to for collaboration

Profile Linking

Field	Required	Description
Sales Rep Profile	No	Links the user to a sales representative profile
Driver Profile	No	Links the user to a driver/resource for mobile app access and delivery operations

Archiving and Reactivating Users

Archiving a User

When a user no longer needs access to LMI, archive their account instead of deleting it. This preserves historical data while removing access.

1. Open the user’s edit panel
2. Scroll to the bottom of the panel
3. Click Archive User
4. Confirm the action in the dialog

Caution

Archiving a user immediately removes their authentication access. They will no longer be able to log in. Their security group and organization assignments are also removed.

Reactivating a User

To restore access for an archived user:

1. Filter the user list to show archived users
2. Click on the archived user’s name
3. Click Reactivate User at the bottom of the panel
4. A new temporary password is generated automatically

Note

After reactivation, the user must reset their password. Consider sending them the password reset instructions.

User Accounts Relationships

User Accounts connect to multiple entities in LMI:

                    ┌──────────────────┐
                    │  Security Groups │
                    │  (permissions)   │
                    └────────▲─────────┘
                             │ many-to-many
                             │
┌─────────────┐    ┌─────────┴───────┐    ┌──────────────┐
│  Sales Rep  │◄───│   USER ACCOUNT  │───►│    Driver    │
│  Profile    │    │                 │    │   Profile    │
└─────────────┘    └────────┬────────┘    └──────────────┘
                            │
              ┌─────────────┼──────────────────┐
              │             │                  │
              ▼             ▼                  ▼
    ┌──────────────┐  ┌───────────────┐  ┌──────────────┐
    │Organizations │  │    Units      │  │    Teams     │
    │(many-to-many)│  │(many-to-many) │  │(many-to-many)│
    └──────────────┘  └───────────────┘  └──────────────┘

Related Modules

• Security Groups - Define roles and permissions assigned to users
• Organizations - Organizational units for data access control
• Units - Business units for operational grouping
• Teams - Collaborative groups for workflow management
• Resources - Driver profiles for delivery operations

Best Practices

Setting Up New Users

1. Start with Security Groups - Determine what permissions the user needs before creating their account. This ensures they have appropriate access from the start.

2. Assign Organizations Thoughtfully - Users can only view and work with data from their assigned organizations. Assign the minimum necessary organizations.

3. Link Profiles When Appropriate - If the user is a sales rep or driver, link their profile to enable specialized features like order management or delivery tracking.

Managing User Access

1. Regular Access Reviews - Periodically review user accounts to ensure access levels remain appropriate as roles change.

2. Use Security Groups Consistently - Instead of giving users multiple overlapping security groups, create purpose-built groups that match job functions.

3. Archive Don’t Delete - Always archive users instead of requesting deletion. This preserves data integrity and audit trails.

Password and Authentication

1. Enforce Strong Passwords - The system requires 8+ characters with uppercase, number, and special character. Encourage users to use unique passwords.

2. Handle Reactivations Carefully - When reactivating a user, immediately communicate the temporary password and require a reset.

Troubleshooting

User Cannot Log In

Issue	Solution
User was archived	Reactivate the user account and provide new credentials
Invalid password	User must reset password through the forgot password flow
Email not found	Verify the email address matches exactly, including case
No security groups	Assign at least one security group to the user

User Missing Data or Features

Issue	Solution
Cannot see certain records	Check organization assignments - users only see data from assigned organizations
Missing menu options	Review security group assignments and their associated permissions
Cannot perform actions	Verify the security group includes the required roles

User Account Errors

Issue	Solution
Error creating user	Check for duplicate email addresses - each email must be unique
Error updating user	Ensure required fields (name, email, security groups) are filled
Archive failed	Verify the user exists and is not already archived

Tip

If user issues persist, check the Security Groups documentation to verify role configurations are correct.

Exporting User Data

To export user data for reporting or analysis:

1. Click the menu button (three dots) in the header
2. Select Export Data
3. The system exports visible users based on current filters

Note

Only users matching the current filter criteria are included in the export.