Configuring Autotask API User

TopLeft needs access to your Autotask application to download tickets, accounts, resources, and other records used to display and filter tickets on the TopLeft kanban boards. It will also update tickets statuses when a card is dragged between TopLeft kanban board columns.

All communication between TopLeft and your Autotask instance uses the Autotask API and is encrypted by TLS.

To allow TopLeft access to your Autotask database, please follow the instructions below. These steps must be performed by an Autotask administrator with permission to manage security levels and resources.

Configuring TopLeft Access to Autotask

There are 4 steps to configure your Autotask application for TopLeft:

  1. Add a security Level for TopLeft
  2. Add an API resource
  3. Set up API credentials for the resource
  4. Enable impersonating resources of TopLeft
  5. Submit the API credentials and other information in the support portal

Add a Security Level for TopLeft

To limit the information available to TopLeft, we recommend you set up a Security Level dedicated to the TopLeft user. To open the Security Levels administration section:

1. Open the ADMIN options from the drop-down menu in the top left.

 

2. Under the Account Settings & Users tab, expand the Resources/Users (HR) section, then open the Security Levels option

3. Right click the API User (System) (API-only) Security Level, and click Copy Security Level

security levels

4. Rename the copied Security Level "TopLeft", and click on the No Permission button for every single module. 

5. Set the module's security settings:

Module: Contracts

To open the Contracts module, click Contracts in the list.

Module Description View Add Comments
Contracts Contracts All No Allows TopLeft to see all Contracts

Open the "Contract Visibility" dropdown menu, and select "Full".

Module: CRM

Module Description Permission Comments
CRM Customer & Cancellation All Allows TopLeft to see all Accounts of this type
CRM Vendor & Partners All Allows TopLeft to see all Accounts of this type
CRM Prospects, Leads, & Dead All Allows TopLeft to see all Accounts of this type

 

Module Description View Add Edit Delete Comments
CRM Opportunities & Quotes All No No No Allows TopLeft to see Opportunities. This is necessary for updating projects with associated opportunities.

 

Module: Projects

Module Description View Add Comments
Projects Client & Internal All No Allows TopLeft to see all Projects of this type
Projects Proposals All No Allows TopLeft to see all Projects of this type

You will also need to select the checkboxes listed below.

Module Checkmark these boxes Comments
Projects Can modify Contract on task and issue time entries Allows TopLeft to modify Contract when creating time entries.
Projects Can modify Work Type on task and issue time entries Allows TopLeft to modify Work Type when creating time entries.

 

Open the "Can enter time on" menu, and select "All Tasks".

Module: Service Desk

Module Description View Add Edit Delete Comments
Service Desk Tickets All No Yes None Allows TopLeft to view tickets, and change ticket statuses when a ticket is moved between columns.
Service Desk Service Calls All Yes Yes None Allows TopLeft to view, add, and edit service calls.

You will also need to select the checkboxes listed below.

Module Checkmark these boxes Comments
Service Desk > Time Entry Permissions Can modify Contract on ticket time entries Allows TopLeft to modify Contract when creating time entries.
Service Desk > Time Entry Permissions Can modify Work Type on ticket time entries Allows TopLeft to modify Work Type when creating time entries.
Service Desk > Ticket Checklist Permissions Can add/edit items Allows TopLeft to modify Checklists on tickets
Service Desk > Ticket Checklist Permissions Can delete/uncomplete items Allows TopLeft to delete Checklist items and mark them as completed on tickets
Service Desk > Other Permissions Can view non-billable time entries (Resources can see their own time entries) Allows TopLeft to view non-billable time entries.

Module: Admin

You need to checkmark the boxes listed below:

Module Checkmark these boxes Comments
Admin Resources/Users (HR) Allows TopLeft to sync Resources to view on cards.
Admin Application-Wide (Shared) Features (Full Access) Allows TopLeft to sync User-Defined Fields on objects that support UDFs.
Admin Accounts & Contacts Allows TopLeft to sync related information about Accounts, like type, or status. It also allows TopLeft to sync related information about Contacts to display contact information on cards.
Admin Service Desk (Tickets) Allows TopLeft to sync related information about Tickets, like ticket categories.
Admin Projects & Tasks Allows TopLeft to sync related information about Projects, and Tasks.

Module: Other

You need to checkmark the boxes listed below:

Note that this is under the Miscellaneous subheading.

Module Checkmark these boxes Comments
Other Not required to change password Check this or TopLeft will become unavailable when a password change is required.

Module: Web Services API

You need to checkmark the boxes listed below:

Module Checkmark these boxes  
Web Services API Can login to Web Services API Allows TopLeft to access the Autotask Web Services API to sync your data.

At the top of the window, click Save & Close, to save the new Security level.

 

Add an API Resource

TopLeft authenticates itself to Autotask as an API resource. To open the Resources section, click Admin > Account Settings & Users then open the Resources/Users page and hover on the New button and select New API User.

Setup the API User with these settings:

1. Setup the First Name, Last Name and Email as desired. We suggest something TopLeft related to indicate this is the TopLeft API user.

2. Set the Security Level to the "TopLeft" level you created earlier in this setup.

3. Set the Primary Internal Location as desired. This field determines the timezone associated with the API user.

4. Set the username to "topleft" with your Autotask domain at the end, and enter in a secure password. We suggest a random string of alphanumeric and special characters between 16-20 characters in length. Keep this password on hand temporarily so you can send it to us.

5.  In the "API Tracking Identifier" section, select "Integration Vendor" and set it to "TopLeft - Workflow Management".

The "Line of Business" section does not need to be modified.

At the top of the window, click Save & Close, to save the new API resource.

Enable impersonating resources of TopLeft

Certain changes made by users in TopLeft will be recorded in Autotask as being made by the Autotask user, not by the TopLeft API user.

Follow the steps described here: Enabling Autotask Resource Impersonation

Submit the API credentials and other information in the setup portal

Go to https://customers.topleft.team/welcome/ and enter the requested information, including these API credentials.

That's it! We'll let you know when your TopLeft service is available.

Troubleshooting

If you have trouble setting up permissions, try these steps:

  1. Double-check the security level permissions against the list above. The permissions required by TopLeft can change as we introduce new features and as Autotask updates their schema.
  2. Delete the TopLeft security level, then create a new one from scratch as per the steps above. Then set the API resource's level to the new level.

Further Reference

Refer to Autotask documentation:

 

  • 1 Users Found This Useful
Was this answer helpful?

Related Articles

Getting Credit for Referrals

TopLeft offers a referral program that reduces your own fees for each customer you refer. To read...

Configuring Ticket Callouts for Autotask

To complete your setup of TopLeft we advise enabling callouts to keep your ticket data as up to...

TopLeft Kanban Board Ideas for MSPs

Need inspiration for your TopLeft Kanban boards? Here are a few examples of Kanban boards that...

Getting Help

TopLeft can help you make great improvements to your workflows and we want to make sure the...

Accessing TopLeft

The easiest way to log into TopLeft is to click the link in the invitation email you received....