Manage User Personnel Accounts

In Momentus Enterprise, User records should usually be configured with a Personnel Account . A user is added to Roles and assigned to views and privileges across the application. A personnel account allows a user to be assigned to tasks, events, accounts and other features in the system, as well as allowing them to add records and send emails according to their access privileges.

To add a personnel account that is not linked to a User record, see Add a Personnel Account.

In this article:

• Add a new Personnel Account to a User
• Link an existing Personnel Account to a User
• Merge a Personnel Account
• Retire a Personnel Account

Add a new Personnel Account to a User record

If a User receives a message stating they cannot perform an action because they do not have a personnel account, a Personnel Account should be added to the User.

1. Navigate to the Users page and select the user you need to add a personnel account for.
2. Click on Tools > Add Personnel Account. The Add Contact page opens. The User and Email fields are filled user record.
3. Add a First Name, Last Name and any additional details as required by your organization. For example, your organization might choose to record a Personnel Department or Personnel Position on each personnel account.
4. Confirm that the User field has populated with the User ID.
5. Check the Account Code field:
   • If your System Parameter ACT102 is configured to auto-assign an account code to new personnel accounts, the account code field will show a default '*', and this field will be populated with the next account code in the sequence, when you save the record.
   • If your System Parameter ACT102 is not configured to auto-assign an account code to new personnel accounts, the account code field will be blank and you will be required to add an account code before you can save.
6. To upload a profile picture to the contact, see steps 3-7 of Upload a profile picture to a Personnel Account.
7. To link the personnel contact to an account, navigate to Organizations tab.
8. In Add dropdown, select Add an Existing Account (Parent). The Edit Relationship window opens. The Relationship displays as User Name is a contact of *blank*.
9. In the blank field, select the organization account. In the Advanced section, the Personnel status changes to Secondary.
10. Click OK.

Link an existing Personnel Account to a User

You may already have a personnel contact in the system that you would like to link to a User. To assign an existing personnel account to a user:

1. Navigate to the Contacts - Personnel page and select the personnel account for the user.
2. Right-click and select Edit. The Edit Contact window opens.
3. In the User field, select the user's User ID.
4. Click OK. The personnel account is now linked to the user.

Merge a Personnel Account

If there is more than one personnel account for a user, you may want to merge these accounts:

1. Navigate to the Contacts - Personnel page and select the record you need to merge from (check the account code for the account you are merging into).
2. Right-click > Merge Accounts. The Merge window opens.
3. In the Name field, enter the account code you are merging to.
4. Click OK.

Retire a Personnel Account

When setting a Personnel Account to Not Applicable, any linked User records will automatically be retired if the personnel account is the last account linked to that record.

1. Navigate to the Contacts - Personnel page and select Edit on the record being removed. The Edit Contact window opens.
2. Open the Account Status section. From the dropdown on the Personnel field, select Not Applicable.
3. Click OK. The personnel account is archived to the Orphaned Accounts window, and the User record is marked as retired.