Create a user template

Owned by Denise McGettigan
Last updated: Nov 20, 2023
2 min read

Templates are used alongside the User account creation feature in the Single sign-on (SSO) settings on the Configuration page. You must create the template first, so it is available for selection from the list in the SSO settings. Phocas then applies that template when it automatically creates new user accounts.

A user template is an account that is set up in a specific way. It is not a user account, as it does not correspond to a physical user, and it does not count toward the number of licenses in use. A template contains the same details that would be applied to a new user account if you cloned an existing user account, which can include: Language, Time zone, Phone, Mobile, Home, Group, Territory, Team, Licence, Folder Permissions, Database Permissions and Favourites. TEST

Create a template from a new user account (Recommended)

  1. Create a new user account or clone an existing account for the sole purpose of creating a template.

  2. Set up the account as required.

  3. At the bottom of the User tab, in the Use as a template for automatically creating user accounts setting, select Yes.

  4. Click Save.

Convert an existing user account into a template

When you convert a user account into a template, that user account no longer exists as a user account. It becomes a template account. This method is not recommended because it poses a risk of losing a legitimate user account. However, it is possible to switch back and forth from a user account to a user template.

  1. Open the user account.

  2. Edit the account setup as required.

  3. At the bottom of the User tab, in the Use as a template for automatically creating user accounts setting, select Yes. See the image above.

  4. Click Save.

Select templates in your IdP

If you create multiple templates in Phocas, you can set up your identity provider (IdP) to determine which of those templates is used when each new user account is automatically created in Phocas. This is an advanced task carried out by your IdP administrator. Learn more about IdPs and automatic user account creation on the Enable single sign-on (SSO) page.