The User view

Use this view to specify user settings in Admin Center.

To access this dialog in Admin Center: Click a user name, or click Add, in the Users view.

Use this dialog to add or edit a user.

See more information about user management.

The User view


Lets you edit the settings in the current view. After you click EDIT, two buttons appear:

  • SAVE & CLOSE - saves any changes you made and returns to the Users view.
  • CANCEL - Returns to the Users view without saving any changes.

Resets the password and sends a notification email to the user.


Deletes the current user.


Use identity provider

Determines whether the user uses single sign-on. If this setting is selected, the user cannot log in to Kofax AP Essentials via the Kofax AP Essentials login page; the user must be authenticated using single sign-on.

If Use identity provider is selected when you create a new user, the user does not receive an email containing log-in information from Kofax AP Essentials.

User name

The name you use to log in to Kofax AP Essentials.

Full name

The real name (first name, last name) of the user.


The email address of the user.


The role of the user.


The phone number of the user.


Specifies an alternate user for workflow services. You can use this setting, for example, if the user is absent, and you want to choose another user to take his place temporarily. When this setting is empty, nothing happens. When you specify substitute, the substitute user replaces the current user in all workflows until you change this setting to empty again.

If you have workflows that use groups, instead of individual users, to assign invoices, make sure the substitute user belongs to the same groups as the user being substituted.

This setting only appears when:


Use this setting to make administrative notes about the user. For example, if the user is your main contact at the customer site, you can make a note of this here for your reference.

[Settings vary] Displays privileges that you can associate with the selected user.

Customer organization access/Buyer access

All customer organizations (current and future)/All buyers (current and future)

Grants the user access to all customer organizations/buyers, including new customer organizations/buyers that you create in the future.

For example, the user can process documents for all buyers, and all of the buyers appear in the Buyers list in the upload view. If you add new buyers in the future, the user can process their documents as well.

Selected customer organizations/Selected buyers

Restricts user access to the customer organizations/buyers specified in the list.

Allow access to unclassified documents

Grants the user access to documents that AP Essentials was unable to classify automatically. This setting is only visible if buyer/seller classification is enabled.

When this setting is enabled, and the user opens an unclassified document, the user can only assign the document to buyers/sellers that the user has access to.


Manager Specifies the next user in a linear approval hierarchy who has a larger monetary limit than this user.
Amount Determines the maximum invoice amount the user can approve without approval from a manager. If the user approves an invoice that has a total amount greater than the amount you specify here, the invoice is sent to the Manager for approval.
Currency Specifies the currency of the of the Amount. This setting is only enabled if you use currency master data.

Two-factor authentication

Remove two-factor configuration

Deletes the two-factor authentication configuration for the selected user, so the user must set up a new configuration in order to log in. Use this button to prevent unauthorized access to Kofax AP Essentials if a user loses his mobile device, or if the security of the device was compromised in some other way.

Let this user to log in without using two-factor authentication

By selecting this setting, you override the Enforce two-factor authentication setting, so the user does not need to use two-factor authentication to log in.

Audit trail

Show successful authentication events

Displays successful user-login events.

Event time

The date and time that the event occurred.

Changed by

Indicates the user that triggered the event.

Provides user-specific event information such as:

  • when the user has accessed the system and what functionality was accessed.
  • changes to privileges and other user-account modifications.
  • what functionality/data a person has accessed.