In the left menu on the Administration Module home page, click to display the Users screen.
Buttons
Remarks
Refresh
Refreshes the user list displayed
New user
Displays a blank user form to add a new user
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
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.
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.
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
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
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.
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.
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.
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.
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:
Request type (real or in test)
In progress
Closed
Total
Action type (real or in test)
In progress
Closed
Total
Process
Participant
Global
Delegatee
Begin
End
Process
Participant
Global
User (delegator)
Begin
End
Process
Participant
Global
Role
Directory
Groups
User
Coordinator
Folder
Participant
Directory
Groups
User
Participant
Directory
Groups
User
The user's manager; click Add... to add a manager or to remove the selected manager
