Users

User list

User screen

Menu banner

Links	Remarks
New user	Displays a blank user form to add a new user
Refresh	Refreshes the user list displayed

Filters

External filters	Remarks
Directory	Displays the specified user directory
Profile	Displays users with the selected profile
Status	Displays users with the specified status(es): All Active or inactive Active Inactive Archived
Filter on	Filters by specified criteria (e.g. name, username, email, etc.)
Search	Search for users by name, username, email, etc.

Filter on *	Remarks
Name	Filters by user’s name
Username	Filters by user’s username
Email	Filters by user’s email address
Department	Filters by user’s department
Company	Filters by user’s company name
Employee number	Filters by user’s employee number
Telephone	Filters by user’s telephone number
Mobile	Filters by user’s mobile phone number
Fax	Filters by user’s fax number
Pager	Filters by user’s pager number
Office	Filters by user’s office
Job Title	Filters by user’s job title
Employee type	Filters by user’s employee title
Initials	Filters by user’s initials
Personal Title	Filters by user’s title
Postal address	Filters by user’s postal address
Zip code	Filters by user’s zip code
City	Filters by user’s city
State/Area	Filters by user’s state or area
Country	Filters by user’s country
LDAP Path	Filters by user’s LDAP path
Extended attribute 1	Filters by user’s extended attribute #1
Extended attribute 2	Filters by user’s extended attribute #2
Extended attribute 3	Filters by user’s extended attribute #3
Extended attribute 4	Filters by user’s extended attribute #4
Extended attribute 5	Filters by user’s extended attribute #5
Common name	Filters by user’s displayed name
Distinctive name	Filters by user’s distinctive name
System identifier	Filters by user’s system identifier (SID)

* A filter can be applied to a part of a field.

User lists

Columns	Remarks
Multi-select checkboxes	Actions: Activate the selected user(s) Deactivate the selected user(s) Delete the selected user(s)
Lastname Firstname	User’s last name and first name; a link displays the user form in edit mode.
Username	Username of the user
Profile	Profile of the user
Status	Status of the user’s account: active or inactive
Directory	User directory Note: This column is only visible when you select All from the Directory drop-down list.

User form

Fields	Remarks
Directory	User directory
Username	Unique user identifier in all directories; limited to 255 characters (required field) Note: The username cannot contain the : (colon) character.
Password	User’s password (click Change password to change the user’s password)
Last name	User’s last name (required field)
First name	User’s first name
Email	User’s email address
Profile	User’s profile (defines application access rights: administrator or user)
Group(s)	Name of the directory group the user is associated; a link displays the corresponding groups
Status *	User’s account status: Active Inactive
Synchronized	If checked, the user is synchronized
Default language	Language applied when the user's account was created
Selected language	Language selected by the user
Default time zone	Time zone applied when the user’s account was activated
Selected time zone	Time zone selected by the user
Manager	The user selected as manager
Staff members	Count of users who have been assigned this user as manager; clicking this allows access to the staff member list
Telephone *	User’s telephone number
Mobile *	User’s mobile telephone number
Fax *	User’s fax number
Pager *	User’s pager number
Office *	User’s office number
Department *	User’s department number
Company	User’s company name
Job title *	User’s job title
Employee type *	Employee type the user belongs to
Initials *	User’s initials
Title *	User’s title
Employee number	User’s employee number
Postal address *	User’s postal address
Zip code *	User’s zip code
City *	User’s city
State/Area *	User’s state or area
Country *	User’s country
LDAP path *	User’s LDAP path
Common name *	User’s displayed name
Distinctive name *	User’s distinctive name
Extended attribute 1 to 5 *	User's extended attribute
System identifier *	User's SID

* These fields can be synchronized with Active Directory. These fields are not required by the application; however, it is possible to use them through workflow macros.

Deleting and archiving users

A user will be archived and not deleted if:

• The user is associated to a participant as a user.

• The user is the creator or modifier of a process.

• The user is associated to a request or an action.

A user cannot receive an inactive, deleted, or archived status if:

• The user is the only person assigned as a coordinator to a List of persons.

• The user is the only person in a group assigned to a List of persons type participant.

• The user is the only person in a List of persons type participant.

Replacing users

You can replace a user with another one (the user that replaces another user must belong to the same directory and to the same groups). All roles in process definitions will be reassigned to the new user.

Ongoing (open) requests will be reassigned to the new user; closed (historical) actions will maintain the correct participant who performed the action.

This function is useful when a someone leaves their position in the organization and their ongoing tasks and roles must be reassigned.

Unlocking a user account

If a user exceeds the maximum number of connection attempts set in the Configuration Panel, their account will be locked and must be unlocked by an administrator. To do this, open the user’s profile and click the Unlock user button.

Activity report

The user activity report can be generated by selecting the Activity report link in the user’s profile page.

The generated report summarizes all the activities for the selected user, such as:

Request use

• Request type

• In progress

• Closed

• Total

Action activity

• Action type

• In progress

• Closed

• Total

Delegations from someone

• Process

• Participant

• Global

• Delegated user

• Begin

• End

Delegations to someone

• Process

• Participant

• Global

• User

• Begin

• End

Participants that the user belongs to

• Process

• Participant

• Global

• Role

• Directory

• Groups

• User

• Coordinator

Folder manager

• Folder

• Participant

• Directory

• Groups

• User

Global list managers

• Participant

• Directory

• Groups

• User