Create Autotask API User

To integrate the two platforms (Autotask and Managed Backup), some special access permissions on the Autotask side are required. Set them before integrating the Autotask with Managed Backup.

Create/Edit API User

To create an API user account, proceed as follows:

  1. To open the page, follow this path: > Admin > Extensions & Integrations > Other Extensions & Tools > Integration Center > select an integration vendor > context menu > Add API User or > Admin > Company Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users > New > New API User.
  2. Fill or edit the following fields: General:
  • First/Last Name. First Name, Middle Name, and Last Name are referenced in many other entities, usually in combination with a role the person is playing in this context or an action they are taking. Enter the individual's first (given) name, last name (surname), and, optionally, middle name
  • Email Address. This email address will be used for notifications should there be a problem with the integration. Enter the email address of a person who will be able to take action if an error occurs
  • Active. This value defaults to true
  • Locked. If an API user has been locked out because of repeated unsuccessful login attempts and that resource cannot unlock the account from the login page, clear the check box to unlock the account. The number of unsuccessful consecutive user attempts before the user account is locked is determined by a system setting. Refer to [System settings for site setup(
  • Security Level. The Security Level list only includes active API-only security levels (in ascending alphabetical order) plus the currently assigned level, if that is now inactive. Select an API security level
  • Date Format. The date format defaults to the default location’s date format. The drop-down selector contains all of the available date formats
  • Time Format. The time format defaults to the default location’s time format. The drop-down selector contains all of the available time formats
  • Number Format. The number format defaults to the default location’s number format. The drop-down selector contains all of the available number formats
  • Primary Internal Location. The primary internal location determines the timezone associated with the API user Credentials:
  • Generate Key.Click this button to auto-generate a 15-digit username (key). The Username (Key) field will be populated.
  • Username (Key). This field is auto-populated when the Generate Key button above the field is clicked. You can override the auto-generated username if you meet the following requirements:
    • Must contain letters and numbers
    • May contain special characters (but the following special characters are not allowed: @ ( ) ; : [ ] | \ ")
    • Must be unique for your database (including inactive resources)
  • Generate Secret. Click this button to auto-generate a 25-digit password (secret)
  • Password (Secret). This field is auto-populated when the Generate Secret button above the field is clicked. The password will match the Password requirements configured in the system settings for Site Setup. If your target application does not allow 25-character passwords, you can shorten or override the auto-generated password. In Edit mode, the password is not displayed. If you need to see the password, you will need to click Generate Secret to generate or input a new password. The Password (Secret) field will be populated.
  1. Click Save & Close.
  2. Update your integration with the new API user's credentials. The application should now be able to authenticate into Autotask.

License Type Requirement

In the past, API permissions were added to regular user accounts you used to log into the UI, and cost the same as any other license. Starting with SOAP API version 1.6 and all versions of the REST API, working with the Autotask Web Services API requires a special license type, which is free of charge.

The API User (system) license type does not permit the user to log into the Autotask UI. Autotask provides a system security level with this license type that can be copied, tailored to your requirements, and assigned to API users. You can create up to 50 custom API security levels, and assign them to an unlimited number of API users. Refer to API User (system).

How the API User (API-only) security level works

The default API User (API-only) security level provides the same API access as the standard Full Access security level. It cannot be edited, but it can be copied. You can edit the copies to create up to 50 API-only custom security levels that provide access to modules, features, and data as needed, in the same way that regular Autotask security levels control access to features and data.

  • API-only resources cannot log into the Autotask UI
  • They cannot be assigned to tickets or tasks; their names do not appear in any resource data selectors or resource menus
  • API-only resources can create entities (via the API) but they cannot own or be associated with them. An API User can be a CreatorResourceID, but cannot be a ResourceID or OwnerResourceID (except in select cases where Autotask does not distinguish between a CreatorResourceID and a ResourceID; that is, the entity does not have an explicit CreatorResourceID but does have another ResourceID)
  • You can exempt API-only users from the password expiration requirement. When you make a copy of the API User (system) (API-only) security level, you can check the "Not required to change password" check box. Refer to Create or edit a custom security level

API-only resources must be created and managed through the UI. You assign an API-only security level to a resource on the Security tab of the Manage Resource page in Autotask. Refer to Complete the Security tab.

Access to protected Asset UDFs, which may store sensitive data, is not granted by default. Access is granted separately by resource. Refer to [Manage permission to view protected data(

NOTE Autotask Web Services API does not currently support single sign on (SSO). If you are using SSO with Autotask, the API will recognize your Autotask credentials used prior to SSO. The password will not expire