Skip to main content
Avalara Help Center

Manage Users in CertCapture

Add, edit, or remove CertCapture users. Assign user roles to control what users can do in CertCapture, such as limiting a user's ability to change certificate or customer details.

If you need to edit your company details, see enter and edit basic information about your company.

User Roles and what they can do

Roles are permission sets that determine what a user can and can't do in CertCapture. Roles are assigned on a per company basis, so a given user may have different permissions depending on the company they're working in. 

View user role permissions in CertCapture at Settings > Account Settings > User Roles

Features and Functions User Role
Searches Admin Advanced Standard Read Only Auditor API
  Do quick searches X X X X X X
  Do customer searches X X X X X X
  Do certificate searches X X X X X X
  Do job searches (where applicable) X X X X X X
  Save searches and do saved searches X X X X    
  Use advanced fields when doing searches X X X X    
General use Admin Advanced Standard Read Only Auditor API
  Customize and manipulate dashboard widgets X X X X    
  Receive and manage messages X X X X    
  Export files and manage downloads X X X X    
  Manage and schedule emailed exports X X X X    
Campaign and request administration Admin Advanced Standard Read Only Auditor API
  View cover letters X X X X    
  Add, delete, and manage cover letters X X        
  View request template selections X X X X    
  Manage request template options X X        
  View campaigns and requests X X X X    
  Manage campaigns and perform requests X X        
Company setup and administration Admin Advanced Standard Read Only Auditor API
  View company details X X        
  Update client entity details X          
  View company expiration matrix X X        
  Update company expiration matrix X          
  View company nexus details X X        
  Update company nexus details X          
  Manage company bulk same-as data X          
  View custom fields X X        
  Manage custom fields X          
Data-entry and certificate administration Admin Advanced Standard Read Only Auditor API
  View data entry stack list for all available companies X X X X    
  View data entry stack list for current company X X X X    
  Upload certificate stacks X X X      
  Split / merge stacks X X X      
  Pre-screen or pre-validate certificates X X X      
  Validate certificate stacks X X X      
  Escalate certificates X X X      
  Delete certificates before or during validation X X X      
  Validate escalated stacks X X        
Customer permission administration Admin Advanced Standard Read Only Auditor API
  View basic customer details X X X X X X
  View full customer details X X X X   X
  Add, edit, and delete customer details X X       X
  Do bulk customer updates X X        
  View job details X X X X X X
  Add, edit, and delete job details X X       X
Certificate permission administration Admin Advanced Standard Read Only Auditor API
  View basic certificate details X X X X X X
  View full certificate details X X X X   X
  Add, edit, and delete certificate details X X       X
  View certificate library and download pre-filled certs X X X X   X
  Do bulk certificate updates X          

Add a user

  1. Go to Settings > Account Settings > Manage Users.
  2. The Users screen shows each of your account's current users, including username, name, email, role, and status. To add a new user, click the Add User button.

    CC-Users.png
  3. Add user details and assign them a Role. Set their Status to Active. Click Add User Account.
  4. Check the box beside any company they should have access to. Click Update Company Assignments to save.
    • Because user roles are assigned on a per company basis, you may assign different user roles for different companies.

Add a user to multiple accounts

Users can only be added to multiple accounts by Avalara Support. If you receive the error message User already exists, follow these steps:

  1. Add the user to the first account, if you haven't already.
  2. Send an email to Avalara Support with the following information:
    • Login username (the username they'll use with a password when signing into CertCapture)
    • Name
    • Email
    • Phone (the phone number of their company may be used)
    • User Role (see table above)
    • Status (active or inactive)
    • Name of the account this user has already been added to
    • Names of any additional accounts that this user should be added to
    • Companies within the above accounts that the user should be added to
  3. Avalara Support sends you an email once the user has been added to the accounts.

  4. Follow up with the new user to ensure they have access to multiple accounts. If you didn't include company information in your initial request, sign into each account and ensure the new user has been added to a company.

Assign a user

  1. Go to Settings > Account Settings > Manage Users
  2. Find your user in the list and click Assign Companies in the Actions column.
  3. Check the companies your user should have access to. Adjust their role for each company.
  4. When finished, click the Update Company Assignments button. The user now has access to the assigned company.

Edit or remove a user

Edit

  1. Go to Settings > Account Settings > Manage Users.
  2. Find the user and click Edit.
  3. Adjust the user as needed.
  4. Click Update User Account to save changes.

Remove

  1. Go to Settings > Account Settings > Manage Users.
  2. Find the user and click Remove.

 

Custom User Roles

Custom user roles can't be set as a default role. They must be assigned per company.

In CertCapture, custom user roles are specific to the company where they're created. This limitation prevents permission issues that occur if a user is added to another company or account where that custom user role doesn't exist.

  1. Co to Settings > Account Settings > User Roles, and then click Add New User Role.
  2. Add a Name and Description for your new role. The Basic Role determines the initial permission set this role should have. You can modify the permissions further in the next step.
  3. Click Create Role.
  4. Click a permission section to expand it, and use the checkboxes to change permissions.

Assign the Custom User Role

  1. Go to Settings > Account Settings > Manage Users.
  2. Click Assign Companies for the user. Check the box for each company the user should have access to, and then select a user role for each.
  3. Click Update Company Assignments to save your assignments.

Assign a user to a company

If you have more than one company set up in CertCapture, give others access to a company.

  1. Go to Settings > Company Settings > Assign Users.
  2. At the top right, do any of the following:
    CertCapture6_CompanySettingsAssignUsers2.png
    • In the Login/Name text box, type a user's login (email address) or name.
    • On the Default Role menu, select user roles.
    • On the Status menu, select Active or Inactive. Inactive users are recorded in CertCapture but have no access to any of its features until you make them active.
  3. Next to Assign Users, click the filter icon. CertCapture6_FilterIcon.png
  4. In the Assign Users dialog box, under User Role, select a user role for the newly assigned user.
    CertCapture6_AssignUsers1.png
  5. Under Available Users, type a user name and then select that user.
  6. Click Link User Accounts.
  • To unlink a user from a company, at the right next to any user's details, click Un-Assign. 

Reset a user's password

Reset a user's password when they forget it. 

  1. Go to Settings > Account Settings > Manage Users.
  2. Find the user. In the Actions column, click Reset.
  3. An email with instructions is sent to the user.
  • Was this article helpful?