Add and maintain contacts and users
Important
This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
In the Customer self-service portal, you can submit requests to add new users if you are the portal administrator for your organization. Users are the contacts in your organization who interact with the portal owner by using the Customer self-service portal. You can modify a request and resubmit it. You can also delete a request, as long as the request has not been approved. You can also submit requests to delete approved users. After you submit a user request to workflow, you can view the status of the request while the portal owner finishes the workflow tasks.
Before a user can be granted access, you must add the person as a contact in your profile. Also, each user of the Customer self-service portal must have unique credentials.
Add a new contact
Click Contacts on the Quick Launch
On the Action Pane, on the Contact tab, in the New group, click Contact.
Enter the name and title of the new contact person and then click Create.
Enter additional contact details, and then click Save and close to save the new contact and return to the Contacts page. The new contact appears on the list of contacts.
Add a new user
Click Contacts on the Quick Launch.
On the Contacts page, click the contact that you want to create a user request for, and then on the Action Pane, on the Contact tab, in the New group, click Add customer user.
On the Create new user request page, select a role for the contact. The email address is used to notify the contact when the user request is approved or rejected.
The authentication method defines how the user signs into the Customer self-service portal. The method is predefined and cannot be changed.
Click Save and close.
On the View user request page, you can perform the following tasks:
Click Edit to modify the information.
Click Close to close without submitting the request.
Click Submit to send the request to the portal owner for approval. You can add an optional comment to the portal owner before you submit the request.
Click Close to defer the submission of the request.
To view the status of your user requests, click User requests on the Quick Launch. The status of a request changes as the request is processed:
Draft– The request has not been submitted for approval.
Submitted– The request has been submitted to workflow.
Pending approval – The request is in review.
Approved – The portal owner has approved the request.
Completed – The user request process is completed.
Canceled – You have canceled the user request.
Rejected – The portal owner has declined to approve the request.
New user requests go for approval to a designated sales account manager. If a request is approved, the account manager adds the user to Microsoft Dynamics AX and the request status is set to Completed. The new user can then access the Customer self-service portal.
Recall and resubmit a user request
If you want to modify a user request that you have submitted for approval, you can recall the request from the approval process. You can recall a user request only if the request does not have a status of Approved or Completed.
Click User requests on the Quick Launch.
On the User requests page, click the Request ID for the request that you want to resubmit, and then click Actions > View history.
On the Workflow history details page, on the Action Pane, click Recall, and then close the page.
On the View user request page, click Edit to modify the user request.
To resubmit the request, click Actions > Submit.
You can add an optional comment for the portal owner before you submit the request. If you want to defer submitting the request, click Close.
Recall and delete a user request
You can recall a user request from workflow only if the request does not have a status of Approved or Completed. After you recall the request, you can delete the request, or modify and resubmit it.
Click User requests on the Quick Launch.
On the User requests page, click the Request ID for the request that you want to delete, and then click Actions > View history.
On the Workflow history details page, on the Action Pane, click Recall, and then close the page.
On the View user request page, click Close.
On the User requests page, select the request that you want to delete, and then click Delete.
Click OK to confirm the deletion.
Delete an existing user
Click Contacts on the Quick Launch.
On the Contacts page, select the user who no longer requires access to the Customer self-service portal, and then click Inactivate customer user on the Action Pane. The Inactivate customer user button is available only if the contact is set up as a user in the Customer self-service portal.
To save the request and submit the request to workflow, click OK.
Requests to delete a user must go for approval to the portal owner. After approval, the user is removed from the portal. The status of the request is Completed.