Linking Employees to Users

Linking connects an employee record (synced from your ERP) to a user account (a Mod AI login). This connection is what allows people referenced in approval policies to actually log in and take action on approvals.

Why Linking Matters

When an approval policy assigns an approval to a group of employees, those employees need linked user accounts to do anything about it. Without a link:

• The employee appears in approval policies and groups.
• But they cannot log in to Mod AI or act on pending approvals.

With a link:

• The employee's approval assignments are connected to their Mod AI login.
• They receive notifications and can approve or reject documents directly.

How to Link an Employee to a User

1. Go to Employees in the left sidebar.
2. Find the employee you want to link.
3. Click on the employee to open their detail page.
4. Click Link to User.
5. Select the corresponding user account from the list. Mod AI matches by email address to suggest the most likely match.
6. Confirm the link.

Automatic Linking

If an employee's email address matches a user's email address exactly, Mod AI may link them automatically. This happens during sync when new employee records come in and matching user accounts already exist.

Automatic linking saves time when you have many employees and users with the same email addresses. You can always review and adjust links manually if needed.

Reconciling Links

If an employee's email address changes in your ERP (for example, after a name change), the automatic link may need to be updated. Review the employee record in Mod AI and re-link to the correct user account if the connection was broken.

Unlinking

To remove the connection between an employee record and a user account:

1. Go to the employee's detail page.
2. Click the linked user.
3. Select Unlink.

Unlinking does not delete either record -- it only removes the connection between them. The employee remains in the employee list and the user retains their Mod AI account.

tip

Make sure all employees who participate in approval workflows have linked user accounts. Without a link, they will be assigned approvals but unable to act on them, which stalls the approval process.

Learn More

• Employees Overview -- What employee records are and how they differ from users.
• Employee Groups -- Organize employees into groups for approval routing.
• Entity Users -- Manage user accounts and access for your entity.