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  • Analytics
    • Take a tour of Analytics
    • Work with the grid
    • View a summary of the data
    • Customize your view (Analytics)
      • Change the mode
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      • Change the properties (Analytics)
      • Change the measures (Analytics)
      • Change the stream
      • Use the activity filter
      • Change the data format
      • Change the period (Analytics)
    • Drill down into your data (view transactions)
    • Filter data (use dimensions)
    • Select data (Analytics)
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    • Copy or export data
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      • Perform a basic search
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    • Add levels to the grid (grid nesting)
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    • Visualize your data in a chart
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      • Map charts
      • Configure the chart options
      • Select and focus on a chart segment
      • Export a chart as an image
      • Use the chart legend
    • Save favorites and add to dashboards (Analytics)
    • Reset data
    • Phocas AI
  • Flex Modes
    • Switch modes
    • Change the period (Flex Modes)
    • Filter data (Flex Modes)
    • Apply conditional formatting
    • Create a nested view
    • Manage columns (Flex Modes)
    • Save and share a favorite (Flex Modes)
    • View your data in a chart (Flex Modes)
  • Financial Statements
    • Take a tour of Financial Statements
    • Overview of access to financial statements
    • Customize your view (Financial Statements)
      • Change the properties (Financial Statements)
      • Change the measures (Financial Statements)
      • Change the period (Financial Statements)
      • Change the current data
      • Change the budget data
      • Change the columns
      • Change the style
      • Change the rows (activity filter)
    • Filter the financial information
    • Select and focus on data (Financial Statements)
    • Copy or export financial information
    • Add a level in a financial statement
    • View financial information in a matrix (change column groups)
    • Add and view comments (Financial Statements)
    • View transactions (Financial Statements)
    • View financial information in a chart
      • Create a Pie and Donut chart (Financial Statements)
      • Create a Value card
      • Export a financial chart widget as an image
    • Save and share favorites (Financial Statements)
    • Add financial analysis to a dashboard
    • Manage financial statements
      • Overview of financial statements and dimensions
      • Create a financial statement
      • Delete a financial statement
      • Customize a financial statement
        • Rename a financial statement
        • Reorder a financial statement
        • Customize account groups
        • Customize calculations
          • Functions for Profit & Loss calculations
          • Formulas for financial ratios
        • Customize headings and spacers
        • Set the revenue row in a Profit & Loss statement
        • Customize columns
        • Customize a Cash Flow statement
          • Common account mapping for Cash Flow statements
        • Rebuild the database
      • Set the financial year end date
      • Map the Retained Earnings account(s)
      • Restrict access to accounts
      • Manage budget streams (Financial Statements)
        • Create a budget (Financial Statements)
        • Manage streams and scenarios
      • Use statistical streams
      • Use multiple currencies
      • Manage dimension groups
      • Map categories from your Chart of Accounts
  • Budgets & Forecasts
    • Overview of key terms and concepts
      • Budgets versus forecasts
      • Users and data access
      • Relationship with the Financial Statements module
      • 3-statement budgeting
      • Filtering methods
      • Demand planning
      • Loan repayments
    • Take a tour of Budgets & Forecasts
      • Explore the budget workbook
      • Explore the forecast workbook
      • Explore the Balance Sheet and Cash Flow budgets and forecasts
    • Customize your view (Budgets & Forecasts)
      • Filter a worksheet (search for items)
      • Group period columns
      • Use layouts
    • Use session filters
    • Edit values in a worksheet
      • Open workbook notes
      • Use keyboard shortcuts
      • Copy and paste values
      • Use comparison rows
      • Use sum and working lines
      • Use formulas
      • Spread totals
      • Revert to the baseline values
      • Edit the Balance Sheet budget
      • View and use headcount data
    • Refresh a workbook
    • Use workflows
      • Contribute to the workflow
      • View the workflow history
      • View workflow comments
    • View budget information in a chart
    • Open baseline, comparative, or opening balance data
    • Review the budget or forecast
      • Add and view cell comments
      • View and restore the cell history
      • View the audit log
      • Compare actuals, budgets and forecasts
    • Export a workbook or worksheet tab
    • Manage budgets and forecasts
      • Create a budget workbook
        • Best practices for efficient budgeting
        • Filtered budget or forecast
        • Budget by region and branch
        • Multi-currency budget
        • Unclassified data
        • Period types in budgets
        • Additional measures for driver-based budgeting
      • Create a forecast workbook
      • Clone a workbook
      • Import a budget or forecast
      • Edit the workbook setup
      • Roll a budget forward
      • Add more detail to a budget or forecast
      • Add worksheet tabs (drivers)
        • Balance Sheet and Cash Flow tabs
        • Manual Entry tab
        • Database tab
        • Headcount tab
          • Headcount tab FAQs
        • Reference tab
        • Lookup tab
        • Allocations tab
        • Scratch Pad tab
      • Manage worksheet tabs
      • Add notes to a workbook
      • Customize the format of measures
      • Manage the workflow
      • Manage user access and notifications
      • Publish a budget, forecast or other worksheet tab
      • Fix the baseline in a budget
      • Delete or restore a workbook
      • Delete a stream (Budgets & Forecasts)
  • Rebates
    • Overview of rebates
    • Get started with Rebates
    • Projects
    • Rules
      • Parent-child rebate rules
      • Rebates calculation methods
      • Yearly rebates
      • Quarterly rebates
      • Monthly rebates
      • Whole rule period rebates
      • Retrospective rebates
      • Pro rata rebates
    • Calculations
      • Run a calculation
      • Schedule calculations
      • View calculation results and transactions
      • Post calculation results
    • Seasonal calendars
    • Rebates analysis
    • Rebates near miss analysis
  • CRM
    • Overview of CRM
    • Agenda
    • Contacts
    • Accounts
    • Leads
    • Activities
      • Microsoft 365 Outlook calendar integration
    • Campaigns
    • CRM analysis
    • CRM administration
  • Favorites
    • Save a favorite
    • Manage favorites
    • Set a favorite as your default view
    • Use alerts
  • Dashboards
    • Use dashboards
    • Create a dashboard
    • Set a dashboard as your homepage
    • Manage dashboards
  • Administration
    • Overview of access to data (Administration)
    • Users
      • Add, update or delete a user account
        • User maintenance form
        • User permissions
      • Create a user template
      • Manage a user's database access and restrictions
      • Manage user passwords
      • Monitor user activity
      • Lock user accounts
      • Impersonate a user
    • Profiles
    • Folders (Administration)
    • Favorites (Administration)
    • Dashboards (Administration)
    • Subscriptions (Administration)
    • Periods (Administration)
      • Period types
      • Working days
    • Databases (Administration)
    • Sync Sources
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    • Configuration
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      • Set up SSO with Microsoft Entra ID
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      • Modify a database
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      • Build a database
      • View and revert to older design versions
      • Add a budget file to a financial database
      • Add a budget file to a non-financial database (easy budget upload)
    • Sync
      • Automatically join or split items during Sync (split view)
      • Schedule the sync process
      • Migrate Sync
      • Test the sync process
    • Reserved words and characters
    • End of year maintenance tips
  • OTHER INFORMATION
    • File upload
    • Encrypt (share secrets)
    • Glossary
    • Release notes
      • Analytics release notes
      • Flex Modes release notes
      • Financial Statements release notes
      • Budgets and Forecasts release notes
      • Rebates release notes
      • Administration release notes
    • System requirements
    • Technical limitations
    • Security information
    • Scheduled upgrade and maintenance periods
    • More help and support
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On this page
  • Points to note
  • Get permission to impersonate users
  • Start an impersonation session
  • End an impersonation session

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  1. Administration
  2. Users

Impersonate a user

Act as another user to check settings or troubleshoot issues in their account.

PreviousLock user accountsNextProfiles

Last updated 1 month ago

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User permission: > Users: Impersonate

The Impersonate feature allows you to impersonate (act as) another Phocas user in your organization. Impersonation is useful when you want to check a user’s permissions or data access; you can see what they see. It’s also a quick triage tool when you want to investigate an issue a user has reported; you can do what they do.

This feature can be used by Phocas consultants when troubleshooting issues raised in support tickets.

Points to note

When impersonating a user, it's important to consider the following:

  • You are an actor; you are acting as that user. You can see and do everything they can. You have full read-write access; no extra restrictions are put in place. This means you can make changes that have lasting consequences, such as renaming favorites.

  • As you can perform actions that appear to be performed by someone else, it's necessary to have an audit trail. Therefore, the actions you take within your impersonation sessions are recorded in audit logs. Currently, these are only available to Phocas consultants.

  • You can impersonate a user while that user is actively using Phocas. This means you can both be on the same Phocas page at the same time.

  • An impersonation session will timeout after one hour of inactivity.

Get permission to impersonate users

If you're an administrator, it's likely you can assign yourself permission to impersonate. If not, you need to ask an administrator with higher level permissions to assign the permission to you.

In your user account > Profile tab > Administration section > Users box, select the Users: Impersonate checkbox.

Start an impersonation session

Suppose you're a Phocas administrator and want to impersonate one of your users, Mark Marketing.

On the Users page, select the user, click Impersonate and click Yes.

When you’re impersonating the user, a yellow banner displays across the top of the screen with the impersonated user’s name (Mark Marketing in this example). This banner clearly highlights that you are impersonating the user. You can now navigate the Phocas site as that user. Remember you have full read-write access and your actions are recorded.

End an impersonation session

Click the button with the impersonated user's initials or image on it (in the top-right corner of the screen), then select End impersonation. You return to your regular Phocas session.

Alternatively, on the , click Impersonate and click Yes.

user's maintenance form
logs
Administration > Users