Users

Users screen

Filters

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

User lists

User form

Click a username to open that user's form.

* These fields can be synchronized with Active Directory. These fields aren't required by the application; however, it's possible to use them in 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 have 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; this replacement 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 keep the participant who actually 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

Click Activity report in the user form to display their usage (requests and actions), delegations to and from them, the participants to which they belong, and their folder and global list managers.

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

Usage: Requests

  • Request type (real or in test)

  • In progress

  • Closed

  • Total

Usage: Actions

  • Action type (real or in test)

  • In progress

  • Closed

  • Total

Delegations from the user

  • Process

  • Participant

  • Global

  • Delegatee

  • Begin

  • End

Delegations to the user

  • Process

  • Participant

  • Global

  • User (delegator)

  • 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

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