Upvise Licencing Overview

In Workbench, Upvise licences can be assigned to any person record. When assigning a licence, it’s important to ensure the person is linked to the correct financial company, as this determines which Upvise instance they will sync to.

The financial company validation depends on whether the person is flagged as an Employee or a Non-Employee:

  • Employees: The financial company is derived from the person’s assigned profit centre.

  • Non-Employees: The financial company is taken directly from the company linked to their user profile.

This validation is particularly critical in setups with multiple financial companies or multiple Upvise instances, to ensure users are licensed and created in the correct environment.


Financial Company Validation Logic

There are two key scenarios:

  1. Non-Employees (where the “Is Employee” flag is not selected): 

    • The user's financial company is validated based on the company record linked to their user profile.

  2. Employees (where the “Is Employee” flag is selected): 

    • The user's financial company is validated based on the financial company of their assigned profit centre. 

    • This can be checked in the "Employee Details" tab on the workbench employee record. If the financial company is incorrect, you can change this by updating the profit center.

Important: Accurate financial company setup is essential to ensure that new users sync to the correct Upvise instance.

Steps to Create a New User in Upvise

To onboard a new Upvise user:

  1. Purchase an Upvise Licence in Workbench Licencing Portal
    Refer to the guide: How do I add a new licence?

  2. Assign the Licence to the User in Workbench
    Follow the steps outlined in: How do I assign a licence to a user?

  3. Update the User Profile in Workbench

    1. Non-Employees

      • Add a company to their profile (ensuring it's correctly linked to a financial company).

    2. Employees: 

      • Check the Profit Center and Financial Company in the "Employee Details" tab. 

    3. Add a valid email address.

    4. Save the Person.

  4. Run the Next Upvise Sync

    1. The user will be created in Upvise in the next scheduled hourly sync. This can be manually triggered by a workbench Administrator or Finance user via

      • Workbench > Administration > Data Transfer > Upvise Integration > Export/Import

    2. The user must be edited in Upvise to change the user type, configure application rights and assign roles if required.

    3. They will receive an email with a temporary password and can log in as directed. 


Related: Having issues with User Creation In Upvise?