Users

Users screen

In the left menu on the Administration Module home page, click to display the Users screen.

Menu banner

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

Filters

External filters	Remarks
Filter drop-down list	Filters by specified criteria (e.g. name, username, email, etc.); see next table
Search	Searches for users by name, username, email, etc.
Directory	Displays the specified user directory
Profile	Displays users with the selected profile(s): All profiles Administrator User
Status	Displays users with the specified status(es): All Active or inactive Active Inactive Archived

Filter drop-down list *	Remarks
City	Filters by user’s city
Common name	Filters by user’s common name
Company	Filters by user's company name
Country	Filters by user’s country
Department	Filters by user’s department name
Distinguished name	Filters by user’s distinguished name
Email	Filters by user’s email address
Employee number	Filters by user’s employee number
Employee type	Filters by user’s employee type
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
Fax	Filters by user's fax number
Group name	Filters by user’s group name
Initials	Filters by user’s initials
Job title	Filters by user's job title
LDAP ADsPath	Filters by user's LDAP ADsPath
Mobile	Filters by user's mobile phone number
Name	Filters by user's name
Office	Filters by user's office number
Pager	Filters by user's pager number
Personal title	Filters by user’s personal title
Phone	Filters by user’s phone number
Postal address	Filters by user’s postal address
State/Province	Filters by user’s state or province
System identifier	Filters by user’s system identifier (SID)
Username	Filters by user’s username
Zip code	Filters by user's zip or postal code

* 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 (click to open 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

Click a username to open that user's form.

Sections & fields	Remarks
General
Directory	User directory
Username	Unique user identifier in all directories; limited to 255 characters (required field) ✏️ Note: Usernames cannot contain the : (colon) character.
Last name	User’s last name (required field)
First name	User’s first name
Email	User’s email address
Synchronized	If checked, the user is synchronized
Authorizations
Profile	User’s profile (defines application access rights, either administrator or user)
Status *	User’s account status: Active or Inactive
Password	User’s password (click Change password to change the user’s password)
Localizations
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
Associations
Group(s)	Name of the directory group(s) to which the user is associated; click a group name to open the Select groups panel
Manager	The user's manager; click Add... to add a manager or to remove the selected manager
Staff members	List of users who've been assigned this user as manager; clicking this allows access to the staff member list
Properties
Phone *	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 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