i4connected Knowledgebase 5.6

Users management

Abstract

This article describes the Users Management functionality from the Admin section of the i4connected portal.

This article describes the Users Management functionality from the Admin section of the i4connected portal. The i4connected Users can be managed in the Users panel, accessible through the dedicated tile. The Users list can be accessed only by users having at least the View users permission available.

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The Users tile and panel

The Users panel provides the user with possibility to process the following operations:

Viewing, filtering and refreshing the users list

The Users panel lists all the existing i4connected users. The Users are positioned in the panel's central area, as cards in a scrollable list.

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Example of User card

Each User card displays information upon the User, that can be changed as desired, by using the Display settings option. By clicking this option, the following settings are displayed:

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The Display settings

  • First field - allows the user to define the information displayed by the First field, of the User card. The user can select an option from the drop-down list.

    Display_as.jpg
  • Second field - allows the user to define the information displayed by the Second field, of the User card. The user can select an option from the drop-down list.

    Second_field.jpg
  • Lockout filter - allows the user to search by All users, Locked users or Unlocked users.

    Lockout_filter.jpg

The list of users can be filtered by typing in the designated search field one of the following criteria: Username, Addressing title, First name, Last name, Address information, Function and Department.

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Example of filter applied to the Users list

The Refresh button from the top menu provides a manual way to reload/update this users list.

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The Refresh button

Further on, system administrators having the Manage configuration permission enabled can manage Custom field definitions by clicking the Metadata toolbar button.

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The Metadata button

Tip

For more details about the Custom field definitions panel, please visit the dedicated article here.

Viewing a User in detailed view mode

When clicking on a listed user, all the user details are displayed in a new panel on the right side. The View user panel will have the same name as the selected user and will display the following information:

  • User picture (if available)

  • User details (user name, addressing title, first and last name, function, department, email, work phone, mobile phone, fax number)

  • Address information (Address, Postal code of the City, Country)

  • Defaults (language and time zone)

  • Reporting settings (email and reporting status)

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The View user panel

Additionally, by clicking the Extra information button, the View user panel is expanded to display all the predefined metadata.

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The Extra information area lists all the User specific Custom field definitions, in view mode only. However, there are some metadata that allows the user interaction, as follows:

  • when clicking the linkable field of the metadata of type Url, the URL address in opened in a new tab of the used browser.

  • when clicking the linkable field of the metadata of type Email, the default email application is opened, having the user's email address prefilled, in the "To" field.

    email_is_prefiled.jpg

Further on, the User's detailed panel features a set of management tiles, as follows:

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User's management tiles

The Roles tile

The Roles tile displays the number of roles assigned to the current User. By clicking this tile the Roles panel is opened, where all the roles of the selected user are listed. To update the assigned Roles, the user can select the Change button.

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The User Role panel

Clicking on the Change button opens the Select roles panel, where the user can select / unselect the listed roles. Roles that are already assigned to the selected User are highlighted in green color.

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The Select roles panel

Note

For more details regarding Roles management please also visit the article here.

The Sites tile

The Sites tile opens the Sites panel where a list of all Sites to which the current user is assigned is displayed.

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The User Sites panel

There are several actions the the user can organise in this view:

  • Refresh the list

  • Open the site tree

  • Open the site(s) in detailed view mode

Note

For more details regarding the Sites management, please also visit the article here.

The Organizational Units tile

The Organizational Units tile opens the panel with the same name. In this view, a list of all Organizational Units assigned to the current user is displayed.

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The User Organizational Units panel

The user can organise the following operations:

  • Open tree

  • Open tree assignment

  • Add new Organizational Unit

  • Refresh the list

Note

For more details regarding Organizational Units management, please also visit the article here.

The Areas tile

The Areas tile displays the number of Areas assigned to the current User.

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The User Areas panel

Clicking on this tile the Areas panel is opened. Here, only the assigned areas are listed, allowing the user to organise the following operations:

  • Open tree

  • Add new Area

  • Refresh the list of Areas

  • Open listed Areas in detailed view mode

The Reports tile

The Reports tile displays the number of reports assigned to the current user. By clicking this tile, the Reports panel is opened.

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The User Reports panel

To update the User Reports list the user can click on the Change button. The Select reports panel is opened, allowing the user to select / unselect the listed reports. The selected reports are highlighted in green color.

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The Select reports panel

Besides changing the assigned reports the user can organise the following operations:

  • Add reports

  • Refresh the list of reports

  • Open listed reports in edit mode

Note

For more details regarding Reports management, please also visit the article here.

Adding a new User

Users having the Manage user accounts permission enabled can create new users. The Add user panel is opened using the Add button from the top side of the Users panel.

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The Add user panel

To add a new user, the minimum required details must be filled in (marked with a asterisk in the Add user panel):

  • Login info

    • User name - the login name must correspond to the system standards, as follows:

      • Username must be unique.

      • Username should not contain the space element.

      • Usernames must start with a letter. Allowed characters are a-z, 0-9, _, - (dash), . (dot) and @ (at).

    • Password - the password must correspond to the system standards, as follows:

      • Password must be at least 6 characters long

      • Passwords must have at least one digit ('0' - '9')

      • Password must have at least one uppercase character ('A' - 'Z')

      • Password must have at least one alpha numeric character

    • Password confirmation - the Password confirmation field expects that the value entered here is equal to the one at field "Password".

  • Personal details

    • Addressing title

    • First name

    • Last name

    • Function - selection of the User Function is processed from the dedicated panel. Please also read more details about Functions.

    • Department - Department - selection of the User Department is processed from the dedicated panel. Please also read more details about Departments.

    • Photo - optionally, the user profile can have an associated photo, that can be uploaded by clicking the Browse button.

      Use_photo.jpg

      Photo

    • E-mail - The E-mail field is capable of validating the inserted address.

      email_eror.jpg

      E-Mail validation

    • Work phone

    • Mobile phone

    • Fax

  • Address

    • Street

    • Postal code

    • City

    • Country - the country can be selected from the predefined countries, available in the drop-down list.

  • Defaults

    • Email reporting enabled - if setting is enabled, the user will receive emails, generated by reports.

    • Report archiving enabled - if setting is enabled, the user will be allowed to send reports to an archive, as described by the dedicated article.

    • Language - the language can be selected from the predefined languages, available in the drop-down list.

    • Time zone - the timezone can be selected from the predefined time zones, available in the drop-down list.

      Tip

      In case your time zone is not available in the drop-down list, please address to your system administrator who can activate it from the TimeZones table, directly in the i4connected Database.

  • Custom parameters

    Important

    If no Custom field definitions were specified for Users, the Custom parameters area will be hidden from the Add / Edit user panel.

    As soon as at least one Custom field definition is available, the Custom parameters area allows the user to fill in User's metadata, as described below.

    For more details upon the Custom field definitions validation rules, please also visit the dedicated article here.

    • Text metadata - expects a textual metadata, with the scope to provide additional information about the user. When setting the textual metadata, the introduced value will be validated against the rules specified at level of the Text Custom field definition.

      Text_param.jpg
    • Email metadata - expects a valid email address. When setting the email metadata, the introduced value will be validated against the rules specified at level of the Email Custom field definition.

      Custom_para_email.jpg
    • Integer metadata - expects an integer value. When setting the integer metadata, the introduced value will be validated against the rules specified at level of the Integer Custom field definition.

      Custom_param_integer.jpg
    • Decimal metadata - expects a decimal value. When setting the decimal metadata, the introduced value will be validated against the rules specified at level of the Decimal Custom field definition.

      Custom_param_decimal.jpg
    • Date metadata - expects a date metadata, that can be selected using the Calendar pop-up. When setting the date metadata, the introduced value will be validated against the rules specified at level of the Date Custom field definition.

      Date.jpg
    • Time metadata - expects a time metadata, that can be selected using the Clock pop-up. When setting the time metadata, the introduced value will be validated against the rules specified at level of the Time Custom field definition.

      Time.jpg
    • DateTime metadata - expects a date and time metadata, that can be selected using the Calendar pop-up. When setting the DateTime metadata, the introduced value will be validated against the rules specified at level of the DateTime Custom field definition.

      DateTime.jpg
    • Url metadata - expects an URL. When setting the Url metadata, the introduced value will be validated against the rules specified at level of the Url Custom field definition.

      Url_Param.jpg
    • Enumeration metadata - expects the selection of one of the values defined by the Custom field definition. Selection can be done using the drop-down list. When setting the Enumeration metadata, the introduced value will be validated against the rules specified at level of the Enumeration Custom field definition.

      Custom_param_enumeratiohn.jpg
    • Boolean metadata - expects the selection of one of the Yes / No values. Selection can be done using the toggle button. When setting the Boolean metadata, the introduced value will be validated against the rules specified at level of the Boolean Custom field definition.

      Boolean.jpg

The validation system will notify the user if the provided information is not sufficient for creating the new user. Also, the panel header is highlighted in red, until all required information are filled in.

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Validation error - This field is required

The bottom section of the Add user panel provides the following options:

  • Save - Saves the user and opens it in detailed view mode

  • Save and Add new - Saves the user and reopens the Add user panel

  • Close - Closes the Add user panel without preserving any changes

Important

An Email notification will be delivered to all the new users, for which a valid address has been provided. The notification asks for the account confirmation.

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The Email notification

By clicking the provided link, the i4connected Identity page is opened in your browser and automatically processed the Email Confirmation.

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i4conected Identity - Email Confirmation

Editing a User

The top menu of the View User panel provides the options for updating the selected user information, for users having the Users permission enabled.

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The Edit user button

The Edit button opens the Edit user panel which allows the user to modify all the user information provided when creating the user (see the Adding new users article).

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The Edit user panel

Changing the password of a User

The Change password button opens a panel with the same name where the system administrator can change the login password, of the currently selected user. This option is guarded by the Manage user accounts permission.

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The Change password button

In this view, the New Password and the Password Confirmation needs to be filled in. In order for the save operation to be possible, the new password needs to correspond to the system standards. Another condition is that the two entries need to be equal.

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The Change password panel

Important

The validation system will notify the user if the provided information is not sufficient or does not correspond to the standards. Also, the panel header is highlighted in red, until all required information are filled in.

Locking and Unlocking a User

Any user can be locked out of the i4connected portal either by intentionally locking the selected user from the administration section or if the user tries to log in using the wrong password, more than five times in a row. The Lock and Unlock User options are available in the toolbar of the View User panel. This option is guarded by the Manage user accounts permission.

Tip

For a step based tutorial describing this function, please visit the Locking and unlocking users tutorial here.

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The Lock user button

A lock symbol will be displayed for all the users that have been locked.

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Example of a locked user

A locked user can be unlocked by the system administrator, at any point.

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The Unlock user button

Important

The Lock user option is disabled for the currently logged in user, as this action might cause further conflicts.

Copying a User

By clicking the Copy user button in the toolbar of the User detailed view mode panel, the Copy user settings panel is opened. This option is guarded by the Manage user permission.

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The Copy user button

In this view, the system administrator can decide to update the selected user by copying the settings of another user.

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Copy user settings panel

The Copy user settings panel features the following options:

  • Copy settings from - opens the Select Users panel where the system administrator can select one or multiple source user(s) from which the settings will be copied to the currently edited user.

    Select_users.jpg

    The Select Users panel

  • Copy roles - allows the administrator to choose if the roles of the source user will be copied or not. When copying the roles of the source user, the roles of the currently edited user will be completely replaced by the new ones, without merging or keeping any of the initial roles. The source user's roles are listed in the Roles panel.

    Copy_roles.jpg

    The Copy roles area

  • Assignments copy behaviour - allows the administrator to choose a method for copying the assignments of the source user to the currently edited user. The two options are:

    Assignments_copy_behavior.jpg

    Assignments copy behaviour

    • Merge - replaces the selected assignments from the currently edited user with the ones from the source user. The assignments that are not selected will not be modified on the currently edited user.

    • Replace - replaces the selected assignments from the currently edited user with the ones from the source user. The assignments that are not selected will be removed from the currently edited user.

  • Assignments - The assignments to be copied can be selected in the Assignments grid by selecting the check-boxes corresponding to the desired assignments.

    Assignments.jpg

    The Assignments grid

After all the desired changes have been organised, the user can click on the Apply button, to confirm the settings. Another panel is opened at the right side, the Confirm user settings panel, which lists the summary of the operation and asks for manual confirmation before proceeding.

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The Confirm user settings panel

Note

A system administrator is not able to copy another user's settings onto itself, hence the button is not active.

Also, the system administrator user cannot copy the user settings of a user belonging to a customer to which he does not have access.

If the source user has assignments to which the administrator doesn't have access, these will not be copied.

As Super-administrators have access to all customers, the above described notes do not apply.

Deleting a User

A user can be permanently removed by clicking the Delete toolbar button. This option is guarded by the Manage user accounts permission.

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The Delete user button

In the Delete user panel, the user is provided with information upon the effect of the deletion. To confirm the deletion the user is requested to fill in the provided code and press the Delete button.

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The Delete user panel

Note

The Delete button is not active for the currently logged in user, as performing this operation will lead to conflicts.