How to create a Windows User for SmartSync

Modified on Tue, 4 Jul, 2023 at 2:28 PM

Quadient AP's SmartSync application connects your ERP with Quadient AP, syncing your invoice, payment, and list data information. A dedicated Windows User is required for SmartSync to ensure that the application has the required access to your ERP. Without this dedicated user, you may encounter sync errors which impede your workflow.  

How to create the SmartSync Windows user

Log in as Administrator to the server where SmartSync and your ERP are installed. You may need your IT Administrator's assistance to do this. Open the Server Manager app. 

In Server Manager, select Tools and select Computer Management. 

In the Computer Management window, select Users under Local Users and Groups. Right-click anywhere on the screen, and select the New User option. 

In the New User window, fill in the form to create a new user. The Username should be something easily identifiable, such as 'SmartSync' or 'Beanworks'. The password requirements may differ depending on your IT Administrator's requirements. Click Create to create the SmartSync Windows user. 

The SmartSync Windows User will remain logged in to your server but can be locked when needed. 

Grant access to the SmartSync Windows User

Many sync errors relate to access to your ERP company files. To mitigate this. the SmartSync Windows User requires the following access on your server:

  • Full Control on C:\ProgramData\BeanworksSyncTool

  • Full Control on the path(s) to your ERP company file(s)

Open File Explorer, and navigate to C:\ProgramData\BeanworksSyncTool. If you are unable to see the hidden ProgramData folder, click View from the top ribbon and ensure the Hidden Items box is checked. 

Locate the BeanworksSyncTool folder. Right-click on it and select Properties. 

In the Properties window, select Security and click Edit to open the Permissions view. Ensure that the SmartSync user is given full control over the folder. For QuickBooks Desktop, Sage 300, and Sage 50 US the SmartSync user can be granted access as part of a user group. For Sage 100, the SmartSync user needs express permission. 

Repeat these steps on the file path(s) to your ERP company file(s). 

If you encounter any issues with granting permissions, please reach out to your IT Administrator. If you have questions regarding SmartSync, please reach out to our Support Team here

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