User list

User screen

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


External filters
Displays the specified user directory
Displays users with the selected profile
Displays users with the specified status(es):
  • All
  • Active or inactive
  • Active
  • Inactive
  • Archived
License type
Displays users by license type:
  • Requester
  • Standard User
Filter on
Filters by specified criteria (e.g. name, username, email, etc.)
Search for users by name, username, email, etc.
Filter on *
Filters by user’s name
Filters by user’s username
Filters by user’s email address
Filters by user’s department
Filters by user’s company name
Employee number
Filters by user’s employee number
Filters by user’s telephone number
Filters by user’s mobile phone number
Filters by user’s fax number
Filters by user’s pager number
Filters by user’s office
Job Title
Filters by user’s job title
Employee type
Filters by user’s employee title
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
Filters by user’s city
Filters by user’s state or area
Filters by user’s country
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
Display 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

Multi-select checkboxes
  • Activate the selected user(s)
  • Deactivate the selected user(s)
  • Delete the selected user(s)
Lastname Firstname
User’s last name and first name; a link displays the user form in edit mode.
Username of the user
Profile of the user
Status of the user’s account: active or inactive
User directory
✏️ Note: This column is only visible when you select All from the Directory drop-down list.

User form

User directory
Unique user identifier in all directories; limited to 255 characters (required field)
✏️ Note: The username cannot contain the : (colon) character.
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
User’s profile (defines application access rights: administrator or user)
Name of the directory group the user is associated; a link displays the corresponding groups
Status *
User’s account status:
  • Active
  • Inactive
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
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
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
Display 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
Last modified 10mo ago