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Avalara Help Center

User Administration

This article applies to:Avalara Excise


This document applies to all license types.  Content last updated 8/15/2018.
Help Center documentation is confidential and proprietary to Avalara clients.

► A WalkMe tutorial is available for this topic.

Administrators cannot modify their own user account.

When your organization initially signed up for the Avalara Excise Platform, we created 1 or 2 user accounts with permissions to administer your users. This allows you to resolve issues immediately, such as updating access, adding or disabling users, etc. Users with a role name that includes ADMIN will have this ability.

User account information

  1. User password expiration - 60 days
  2. User account expiration - 180 days without logging in 
    After this Password Assistance will not work and you'll need to have one of the other Avalara Excise administrators in your company reset your password. 
  3. Lockout due to invalid attempts - 5 tries and then Password Assistance is locked
  4. Timeout of an invalid login attempt - 10 Minutes
    If a user attempts to login 5 times unsuccessfully, each within 10 minutes of the previous attempt, the user's login is disabled. Users can click the Password Assistance (Reset) link near the login fields to reset their password via email.
  5. Inactivity timeout - 60 Minutes
    Data that has already been saved is not affected by the timeout. Actions that are in progress are not saved. Navigating to another screen or starting an action resets this timer.

Reset password

  1. Click Admin > User List and click User Name.
  2. Verify that the user email address is correct.
  3. Click the Reset Password button.
  4. A system-generated temporary password is sent to the user.
    • If the user is disabled, the Enabled box must be checked before it can be reset.
  5. The user must login and reset the temporary password before 10:15 pm Central time (US) using the on-screen password requirements.  Additionally:
    • The new password must not be one of the last 5 used.
    • International characters are allowed, such as ä ô ñ and these special characters @ ! # $ % ^ & * ( ) + = [ ] { } 
    • Additional requirements are listed on the page:
  • For deployed clients, 10:15 pm is the default time the Scheduled Job "Database Maintenance Plan" runs.  Your site administrator may change this.

Unlock another users account

Five invalid login attempts will lock the user account and Password Assistance will no longer work until the Unlock User button is clicked. 

  1. Click Admin > User List and click User Name.
  2. The Unlock User button will be active.
  3. Click Unlock User and then Update.
  4. The user may now log in using their same password.
    • If the password still fails, click Reset Password to send the user a new, temporary login.

Username policy

The initial user for a company is an administrator, which can assign additional users.  Valid user names must meet specific criteria.

  1. Can only contain between 3 and 128 alphanumeric characters with 4 allowed special characters:  
    • underscore _  
    • dot .
    • dash -
    • space
  2. Allowed are upper and lower case letters including international characters like ä ô ñ.
    Usernames are not case sensitive; john.smith is treated the same as John.Smith.
  3. Allowed non-numeric special characters are @ ! # $ % ^ & * ( ) + = [ ] { }
  4. Special characters can't be at the start or the end of the username.
    • _username, username# or .username would not be allowed.
  5. Valid user name:  john.smith-smythe or john.smith.smythe
    Invalid user name:  john.smith/smythe or john.smith./smythe

Add a user

  1. Log into Avalara Returns Excise (Production or Test).

  2. Click Admin > User List.

  3. Click Add New User.
  4. Create a User Name.
  5. Type the business Email address.
  6. In the All Jurisdictions field, select an Edit choice.
  7. Select the Company from the drop-down list of companies available to the user.
  8. Select a Role for the user.
    • Click here to learn about Role descriptions.
    • The Role assigned to the initial user is ZMS_Company_Admin.
    • Th ZMS_ Company_Admin role can create additional users.
  9. An email is automatically sent to the user. Click Message approved for sending if you want to include a message to the new user.
  10. Click Create New User.

Add additional companies to a user

If your business has more than one company, you can add access to other companies by editing the existing user.

  1. Click the Companies tab.
  2. Click the arrow to move the company from the left column in to the right column, or drag and drop it.
  3. Click Update.
  4. Click the Jurisdictions tab.
  5. Set the user level to None, View or Edit.
  6. Click Update.
  7. A company may also be removed from the user by moving the company name to the left column and then clicking update.

Limit Jurisdiction Access

You can limit the jurisdiction to which a user has access.

  1. Go to Admin > User List and click User Name.
  2. Click the Details tab.
  3. Set Jurisdictions Access to Set Per Company.

Reset user profile

A profile reset clears out a user's saved filters and dashboard settings and sets them back to the default.

  1. Go to Admin > User List and click User Name.
  2. Click the Reset Profile button.
  3. The user may save their settings again after they log in.

Disable a user

Disabling a user prevents them from logging in or using the Password Assistance button to reset their own password.

  1. Go to Admin > User List and click User Name.
  2. Uncheck the Enabled box.
  3. Click Update.
  4. A disabled user may be re-enabled at any time by checking the box and clicking Update.
  5. If the user is no longer accessing the software, you can also remove the company. (See last step of Add additional companies to a user, above).

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