Creating/Adding a User
On the Users and Groups page, you will see the buttons Add User and Add Group on the top and a list of users that currently exist in the system. Please see the screenshot below:
Click on the Add User button, and you will be navigated to a screen where you can register the users details:
The only mandatory field is the User name, however it is always worth including a Display Name and an Email Address.
Items such as Supervisor, Financial Approval Limit, Department, and Position will only impact the system if those are specifically referred to in parts of the system design, and therefore can be considered optional depending on the setup of the systems.
Click the Create button when all necessary information has been entered. There will be a message on the bottom right corner, informing you that the user was created successfully.
Editing a User
On the Users and Groups page, find the user you want to edit by using the filters, then click the Edit button on the far right.
This is the edit user screen:
From here you can change any of the properties shown in the image.
Note: The lists for Departments and Positions refer to central lists that are managed in the System Entities area in the Control Panel.
Enabling and Disabling Users
Deleting a User
On the Users and Groups page, find the user you want to delete and select them – that user/group will be highlighted in blue.
Click on the Delete button (highlighted in red above the table). You will see a pop-up window asking you “Are you sure you wish to delete this role?”. Press Ok to delete, or press No to cancel.
Exporting Users Accounts
Bulk Editing Users
Users can be bulk updated by exporting the user list into Excel, changing the details from Excel and reimporting the list. The only property that cannot be changed through this process is the Rolename as this is used to determine which roles to update on import.
There is a large number of export options available from the Users and Groups screen:
There are four different kinds of exports, three of which are re-importable in order to apply bulk updates.
| Export Name | What You Get | Common Uses |
|---|---|---|
| Export Users | Exports a list of users | View user information (not-re-importable) |
| Export Users/Groups | Exports a list of users and groups | Bulk update user and group properties |
| Export Role Children | Exports a list of users and groups where each row shows one user/group mapped against all of the children of that item. | Bulk update role membership |
| Export Role Parents | Exports a list of users and groups where each row shows one user/group mapped against all of the parents of that item. | Bulk update role membership |
The Export Users/Groups is the most common export as it is re-importable and can be used to update user information easily. The Role Children/ Role Parent exports may be needed if you want to bulk apply role memberships.
The Users and Groups export will look something like this when opened in Excel:
Apply changes to the information as required and re-import to apply the changes.
Some things to be aware of when doing this:
-
Supervisor must match an existing user role name.
-
Department must match an existing department in the system. (This is managed under the System Entities tab in Control Panel.)
-
Position must match an existing position in the system. (This is managed under the System Entities tab in Control Panel.)
Here is a breakdown of each exported column and the allowed datatypes:
• DisplayName - Free text
• Email - Free text
• Password - Free text
• ExpiryDate - Date value (The user will not have access to the system after this date.)
• Enabled - TRUE/ FALSE Value (Set this to 'false' to disable user access.)
• Supervisor - RoleName of the supervisor
• FinancialApprovalLimit - Dollar value
• Department - Free text and it has to match the value in Departments.
• Position - Free text and it has to match the value in Positions.
Once you have finished updating the Excel spreadsheet, go to Import Users/Group to upload a file for upload.
You will be presented with this screen to Choose file and then Upload the updated spreadsheet.
1. Adding users in bulk
An Admin User can also create new users by updating the spreadsheet with new user details and import them with other changes. In this example, Admin added testUSER1 and testUSER2 and imported the file together.
Note: Make sure the RoleName you enter is unique, otherwise the import will update the other user with the same RoleName name rather than creating a new user.
Once the users have successfully imported, you will see them on the Users and Groups screen in Control Panel.
2. Deleting users in bulk
An Admin User can delete users by adding a "DELETE" column to the Excel spreadsheet and setting the value to TRUE or FALSE.
• TRUE - to delete the record
• FALSE - to keep the record
Note that the absence of a TRUE / FALSE input will default to FALSE.
Once the users have successfully imported, you will see them on the Users and Groups screen in Control Panel.
Resetting/Changing a User Password
On the Users and Groups page, select an existing user you want to change the password for using the check box. Please see the screenshot below:
Click Edit and you will be navigated to the Edit User screen:
Click the Change button next to Password, and a pop-up Change password? window will be launched for the user to enter a new password.
The button will change into a textbox to enter the password.
Once you are happy with the change, click the Update button to apply the password change.
Creating/Adding a User Group
On the Users and Groups page, you will see the buttons Add User and Add Group on the top and a list of users that currently exist in the system.
They give you the ability to assign different levels of permissions to different users en mass, and they can also be used to send notifications to a predefined selection of users, which can be easily managed.
Please see the screenshot below:
Click on the Add Group button, and you will be navigated to the Add Group screen:
Type in the Group Name, and any other details. To add users to the group use the Children dropdown.
Once you are happy with the details, click the Create button which will create the group with the provided information:
Adding a User to a Group
On the Users and Groups page, choose a user group which you would want to move the user to.
Users and Groups are indicated by the Type column.
There are two routes to adding a user to a group. You can either go to edit the user and add them to a group, or go to the group and add the user.
If you are intending to add many users to a single group, it would make more sense to navigate to the group than vice versa.
You can use the Type and Role name columns to filter down to the target. Then click on the Edit button.
From the group screen you can click in the Member Of box where a dropdown will appear to add users.
Removing a User from a Group
You can also hit the 'X' icon on any already added children to remove them from the group.
