In the left menu on the Administration Module home page, click to display the Participants screen.
Buttons
Remarks
Refresh
Refreshes the participant list displayed
New participant
Opens a blank Add a participant form
Filter on *
Remarks
Name
Filters by participant name
Description
Filters by participant description
* A filter can be applied to a part of a field.
Columns
Remarks
Name
Participant’s name (click to display the participant form in edit mode)
Description
Participant description
Utilization
Number of processes the participant belongs to, added to the number of files of which the participant is a manager
Users
Number of potential users of the participant
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)
Users
List of users associated to a participant (a link allows associated users to be added or deleted)
Groups (see note 1)
List of groups associated to a participant (a link allows associated groups to be added or deleted)
Directories (see note 1)
List of directories associated to a participant (a link allows associated directories to be added or deleted)
Coordinators (see note 2)
List of coordinators associated to a participant (a link allows associated coordinators to be added or deleted)
Accessible only to List of persons and List of persons with coordinator type participants.
Accessible only to List of persons with coordinator type participants.
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.
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.
A participant cannot be deleted if the person (or persons) is part of a process or is a process/folder manager.
