> For the complete documentation index, see [llms.txt](https://docs.advantys.com/workflowgen-administration-module-reference-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.advantys.com/workflowgen-administration-module-reference-guide/7.12.0-8/global-information/participants.md).
# Participants
## Participants list
## Participants screen
## Menu banner
| Links | Remarks |
| --------------- | ---------------------------------------------------------- |
| New participant | Displays a blank participants form to add a new delegation |
| Refresh | Refreshes the participant list displayed |
## Filters
| Filter on \* | Remarks |
| ------------ | ---------------------------------- |
| Name | Filters by participant name |
| Description | Filters by participant description |
\* A filter can be applied to a part of a field.
## Participants list
| Columns | Remarks |
| ----------- | ------------------------------------------------------------------------------------------------------------ |
| Name | Participant’s name (a link displays the participants form in edit mode) |
| Description | Participant description |
| Utilization | Number of processes the participant belongs to, added to the number of files the participant is a manager of |
| Users | Number of potential users of the participant |
## Participant form
| Fields | Remarks |
| ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Name | Unique identifier for the participant; must respect nomenclature and be limited to 30 characters (required field) |
| Description | Participant description limited to 255 characters (required field) |
| Participant type | Type of participant defining possible associations to the directory (required field): **Person**, **List of persons**, or **List of persons with coordinator(s)** (a link allows associated users to be added or deleted) |
| User(s) | List of users associated to a participant (a link allows associated users to be added or deleted) |
| Group(s) \[1] | List of groups associated to a participant (a link allows associated groups to be added or deleted) |
| Directory(ies) \[1] | List of directories associated to a participant (a link allows associated directories to be added or deleted) |
| Coordinator(s) \[2] | List of coordinators associated to a participant (a link allows associated coordinators to be added or deleted) |
1. Accessible only to participants of the List of persons and List of persons with coordinator type.
2. Accessible only to participants of the List of persons with coordinator type.
## Directory associations
| Fields | Remarks |
| --------- | ---------------------------------------------- |
| Name \* | Filters by person’s name |
| Available | List of possible associations to the directory |
| Selected | List of existing associations to the directory |
\* Visible only if associated with a user or a coordinator and if the number of users in the database is higher than the limit set by the software administrator.
* A **Person** type participant is associated with a single user.
* A **List of persons** type participant is associated to one or more users and/or groups and/or directories.
* A **List of persons with coordinator** type participant is associated with one or more coordinators, and to one or more users and/or groups and/or directories.
When adding users, groups, and directories to a participant, note that the list is cumulative in that adding 3 users, 2 groups, and 4 directories will result in a list of users that contain the sum of those users, groups, and directories.
A group or directory does not need to be specific to add users that belong to those groups or directories; adding those groups or directories will result in adding all the users that are part of those groups and directories to the participant list.
## Changing the participant type
The following conditions apply when changing the participant type:
* **Person** to **List of persons** or **List of persons with coordinator(s):** The participant must not be used in a process action.
* **List of persons** to **Person:** A single user must be associated to the participant, and the participant must not be used in a process action.
* **List of persons** to **List of persons with coordinator(s):** Add at least one coordinator.
* **List of persons with coordinator(s)** to **List of persons:** The participant must not be used in a process action where the assignment is made by the coordinator.
## Deleting a participant
A participant cannot be deleted if the person (or persons) is part of a process or is a process/folder manager.
