> 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/global-information/participants.md).

# Participants

## Participants screen

In the left menu on the Administration Module home page, click ![](https://content.gitbook.com/content/imiOCeaawutpXkzp4fhb/blobs/6oKNGkONiMit4LAc1GbF/left_menu_participants_small.png) to display the **Participants** screen.

<figure><img src="https://content.gitbook.com/content/imiOCeaawutpXkzp4fhb/blobs/WasrN2yPV2Mcm9OyWRHW/participants.png" alt=""><figcaption></figcaption></figure>

## Menu banner

| **Buttons**     | **Remarks**                              |
| --------------- | ---------------------------------------- |
| Refresh         | Refreshes the participant list displayed |
| New participant | Opens a blank **Add a participant** form |

## 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 (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                                                                       |

## 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) |
| 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)                                                                                                            |

1. Accessible only to **List of persons** and Li**st of persons with coordinator** type participants.
2. Accessible only to **List of persons with coordinator** type participants.

## 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.