Creating Windows User for SmartSync

Modified on Thu, 23 Feb 2023 at 02:02 PM

Some ERPs do not expose full access to their functionalities via Windows Services. In these cases, we require a dedicated Windows Logon user that can access the same resources that your end-users can access while using your ERP. This custom user will be continually logged in to your server, but will be locked. Specific to SmartSync, this user also needs the following access:

  • has Full Control on C:\ProgramData\BeanworksSyncTool

  • has Full Control on the path(s) to your Company File(s)

For auditing/management, we recommend that this Windows Logon be named SmartSync.

Create a Windows User for SmartSync

Open Server Manager

Click on your Windows Start button (or using the Cortana search), and search for “Server Manager”.

Open computer management

Within Server Manager, click on “Tools” and select “Computer Management”. This will pop open a new window.

Add User

In this new window, expand “Local Users and Groups” then right-click on “Users” and select “New User“. This will open a “New User” window where you can key-in the details of your user, then proceed to click on “Create” to create the user and then close after you are done.

Note: Your IT Administrator might require certain password policies etc. when creating a user, please check with them if you are not sure what options to select when creating this user.

Addition of user to required user groups, e.g. Administrators

This step is very specific to your company ERP setup and IT infrastructure setup, but we have seen the following issues cause synchronization issues:

  • the local user created does not have access to mapped network drives that are necessary to access company files/databases

  • the local user created is not included in auto-configuration at login for database credentials etc to be able to log in to a database

  • the local user does not have access to properly launch and use the given ERP

In these cases, often what has happened is that the local user needs to be added to a specific user group, or granted a specific set of permissions. If permissions are granted individually, your IT would need to know which ones they enable for all end-users.

Using the example of adding the “Administrators” group, if you know the specific user group(s) that your local user needs to be and to, follow the below:

Click on the “Users” folder still in “Computer Management” to expose all of the users. Right-click the name of the specific user (SmartSync) and select “properties“. In the window that pops up, click on the “member of” tab, then “Add“.

You should see a smaller “Select Groups” window. Type in “Administrators” and click on “Check Name“. If the group is found within the Server, click on “OK“. With that, you have your user in the Administrators group. Repeat if you wish to add the user to another group.

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