Users
User list
User screen
Menu banner
Links | Remarks |
New user | Displays a blank user form to add a new user |
Refresh | Refreshes the user list displayed |
Filters
External filters | Remarks |
Directory | Displays the specified user directory |
Profile | Displays users with the selected profile |
Status | Displays users with the specified status(es):
|
License type | Displays users by license type:
|
Filter on | Filters by specified criteria (e.g. name, username, email, etc.) |
Search | Search for users by name, username, email, etc. |
Filter on * | Remarks |
Name | Filters by user’s name |
Username | Filters by user’s username |
Filters by user’s email address | |
Department | Filters by user’s department |
Company | Filters by user’s company name |
Employee number | Filters by user’s employee number |
Telephone | Filters by user’s telephone number |
Mobile | Filters by user’s mobile phone number |
Fax | Filters by user’s fax number |
Pager | Filters by user’s pager number |
Office | Filters by user’s office |
Job Title | Filters by user’s job title |
Employee type | Filters by user’s employee title |
Initials | Filters by user’s initials |
Personal Title | Filters by user’s title |
Postal address | Filters by user’s postal address |
Zip code | Filters by user’s zip code |
City | Filters by user’s city |
State/Area | Filters by user’s state or area |
Country | Filters by user’s country |
LDAP Path | Filters by user’s LDAP path |
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 |
Common name | Filters by user’s displayed name |
Distinctive name | Filters by user’s distinctive name |
System identifier | Filters by user’s system identifier (SID) |
* A filter can be applied to a part of a field.
User lists
Columns | Remarks |
Multi-select checkboxes | Actions:
|
Lastname Firstname | User’s last name and first name; a link displays 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
Fields | Remarks |
Directory | User directory |
Username | Unique user identifier in all directories; limited to 255 characters (required field) Note: The username cannot contain the |
Password | User’s password (click Change password to change the user’s password) |
Last name | User’s last name (required field) |
First name | User’s first name |
User’s email address | |
Profile | User’s profile (defines application access rights: administrator or user) |
Group(s) | Name of the directory group the user is associated; a link displays the corresponding groups |
Status * | User’s account status:
|
Synchronized | If checked, the user is synchronized |
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 |
Manager | The user selected as manager |
Staff members | Count of users who have been assigned this user as manager; clicking this allows access to the staff member list |
Telephone * | 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 are not required by the application; however, it is possible to use them through 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 receive 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 (the user that replaces another 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 maintain the correct participant who 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
The user activity report can be generated by selecting the Activity report link in the user’s profile page.
The generated report summarizes all the activities for the selected user, such as:
Request use
Request type
In progress
Closed
Total
Action activity
Action type
In progress
Closed
Total
Delegations from someone
Process
Participant
Global
Delegated user
Begin
End
Delegations to someone
Process
Participant
Global
User
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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