Synchronizing Nexonia Users from Intacct Employees or Vendors

In most Intacct-integrated Nexonia instances, the Nexonia user list is synchronized from Intacct Employees and/or Vendors. This happens during the Configuration Sync process, which is typically scheduled to run overnight each night, and can also be initiated manually by an Administrator from within Nexonia. 

When a Nexonia user is linked through the integration to an Intacct Employee or Vendor, changes on the Intacct side will be reflected in Nexonia. The linkage is established using a hidden ("Integration ID") value, so the email address or name can be changed on the Intacct Employee or Vendor and the Nexonia user will be updated accordingly without breaking the link. 

New Users that are created from the integration can receive an automatic notification that includes first-time login instructions. See "Automatically Notify New Users Synchronized from Intacct" article for details. 

Qualifying an Intacct Employee or Vendor for the user integration

To qualify for the user integration, an Intacct Employee or Vendor must:

• have a first name and last name
• have an email address in the associated contact information
• be active
• not have a termination date that has passed
• have the custom checkbox field (usually called "Nexonia") checked
• this may not be enabled in your configuration if you are only syncing users from Intacct Employees, however it is required to synchronize users from Intacct Vendors

Synchronization behaviors

A Nexonia user will be created when all of the following are true: 

• an Intacct Employee or Vendor qualifies for the user integration
• the Intacct Employee or Vendor is not already linked through the integration to a Nexonia user
• the Intacct Employee or Vendor does not match (by email address and name) an active Nexonia user that is not already linked through the integration to another Intacct Employee or Vendor

A Nexonia user will be made inactive when either of the following are true:

• the Nexonia user does not match (by email address and name) an Intacct Employee or Vendor that qualifies for the user integration
• the Nexonia user is already linked through the integration to an Intacct Employee or Vendor that no-longer qualifies for the user integration

A Nexonia user will be linked to an Intacct Employee or Vendor when all of the following are true:

• an Intacct Employee or Vendor qualifies for the user integration
• the Intacct Employee or Vendor is not already linked through the integration to a Nexonia user
• the Intacct Employee or Vendor matches (by email address and name) an active Nexonia user that is not already linked through the integration to another Intacct Employee or Vendor

Best Practice for User Creation

If your Intacct-integrated Nexonia instance is configured to synchronize users from Intacct, do not create users directly in Nexonia. Instead, create users first in Intacct as Employees or Vendors, ensure that they qualify for the integration, as outlined above, then run the configuration sync. The synchronization should create new users that are linked to the Intacct Employees or Vendors, which you can see from Settings > Users. 

Excluding Nexonia Users from the Synchronization

You may wish to create a user directly in Nexonia without synchronizing the user from Intacct. This is commonly done for approval-only users, or users created for auditing purposes. Note that if a user is not linked through the integration to an Intacct Employee or Vendor, their data (expenses, time entries, etc.) will not export to Intacct. 

1. Settings > Users > Add
2. Fill out Email Address, First Name, Last Name, Role (all are required), and any other optional fields
3. Near the bottom of the page, set "Ignore for Integration: Yes"
4. Apply

A user configured this way will not be made inactive or linked during the integration according to the behaviors described above.