Difficulty: novice

General

User profiles are managed using the ‘User profile management’ dashboard. This dashboard shows a comprehensive overview of:

• the existing user profiles

• an option to quickly create new user profiles, and;

• overviews of system groups that are

  • Available and if it has been assigned.

  • Required, which are needed for processes that have been rolled out.

  • Optional, which are not required for the current processes.

  • Active (based on activated modules) distinguished between optional and not optional groups.

Creating new profiles

1. Click on the ‘User profile management’ button on your startBoard

2. To create a user profiles, click the ‘Create user profile’ button in the available user profiles include.
   

   

3. A wizard will open:

4. Enter a profile name and description

5. In the include ‘Select user groups’, select the groups you want to add the profile. To determine what groups need to be added you can use fill in the authorization matrix together with the client. For more information please read:Authorization matrix and user profile matrix.

6. The A startboard and navigation menu will be generated and linked to the newley newly created profile automatically.

• All users have get the “General' tab

• Based on the groups that are added to the profile a startboard will contain different additional tabs.

• In the example below we show the login of a service desk employee and a reservation coordinator. Both have a navigation menu and startboard dedicated to the modules they use.

7. Create all the user profiles using the steps above.

8. When you have created the last user profile, check the include “Required groups to be assigned“. This include should be empty. All groups in this include need to be assigned for all modules to work correctly. Most groups in this include obtain a workflow task and are needed to correctly run through a workflow.

Keep in mind

So while creating the profiles is very easy, there are still a few things we need to keep in mind:

• You determine what functionalities the profiles must have using the user profile matrix (Authorization matrix and user profile matrix) which is discussed with the client.

• There is no need to give a profile more groups than necessary. Only assign the groups that are needed for the profile. E.g. if a supplier is allowed to add assets to a request it is sufficient to add the group “view assets” the . The group “edit assets” gives would give them the right to also edit all assets (you do not want this).

Editing existing profiles

A client might also ask you to change an existing profile. To edit a profile we can select one of the profiles under “Available user profiles” or add groups manually by clicking :

1. Click on the ‘User profile management’ button on your startBoard

2. For this select one or more groups in either the include “Required groups to be assigned” or “Optional groups that can be assign“

3. Than add the selected group(s) to a profile by using the function “Add selected groups to selectable user profiles”

1. 1. Note: if you want to add groups to ALL user profiles you can also use the function “Add selected groups to all user profiles“. When using this function the steps below are not needed.

2. Select the profile to which the groups should be added

3. Click on “Add groups to selected user profiles“

4. Now test the new user profile by logging in with a user to whom the mutated user profile is assigned.

Summary

Exercise

•  Create a new profile (in the backup environment)

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