Difficulty: novice
Content
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Learning Objectives
After reading this article, you will:
Know what User profiles and user groups are;
Understand what the StartBoard and NavigationMenu do;
Know the difference between User and Client settings.
User Profiles
Each user in Workplace needs a User Profile. The User profile determines the navigation menu, the startBoard (buttonBar + includes), the objects they can see, and which objects they can create. The User Profile is set in the general user settings.
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When we click the magnifying glass next to the User Profile in the general settings we can navigate to the User Profile settings.
The settings in a user profile are:
Navigation menu: this determines the available menu options.
StartBoard: determines which button bar(s) and includes are shown to the user.
User groups: in the ‘user profile group’ the user groups belonging to this user profile are specified.
User profile configuration: additional behavioral and display settings specific to this profile.
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For example: Service desk employees might want to see all reservations of the property they are working at on that day, while Suppliers only want to see the work orders they are working on during the day. |
Setting vs assigning an user profile
There is a difference between assigning and setting an user profile.
In the field ‘Default user profile’ you will set a profile. This profile is used to determine the startBoard, navigation menu, and settings for this user.
In addition you can use the button ‘Assign profile’ to assign additional user profiles. The inherits the user groups that are linked to this profile, but all other settings of this profile are ignored.
Assigning additional user groups
In the User Profile settings we can also add and remove User groups. While the User Profile specifies which menu options a user can see, the User Group specifies the access rights per object/ category/ etc.
A user, for example, might be allowed to search for properties in the menu (as this menu option is added to the navigationMenu) but if they don’t have a User Group to edit these properties, and therefor they can only view them.
The FMB has a few User profiles ready to use, but it is also possible to make new profiles specific to a set of users within an environment.
User groups and - profiles vs license types
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Keep in mind: Not every user profile can be given to every user. Aside from a user profile the user also needs a corresponding license. (i.e. an user with a Requestor license will never be able to create a user even if we give him an administrator User Profile). The logic behind what license type is needed can be quite complex. For this reason all user groups that are available by default have an info field stating the minimum license that is required. |
User groups
User groups determine the access rights the user has to objects, fields, buttons, folders, etc. If required, it would even be possible to set the access rights per field on a page by using user groups.
But how do you get access to for example a field or a button? The idea behind this is easy: the profile assigned to the user should contain at least one group that has access to that field or button.
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Example of how field acces works for a specific of the Property object
For this example we will look at the externalReference field of the property object. As can be seen on the print screen, only the user groups: ‘view properties’ and ‘edit properties’ can acces the reference field.
A user with a profile that contains the user group 'view properties' would be allowed to view the externalReference field || acces is set to View.
A user with a profile that contains the user group 'edit properties' would be allowed to edit the externalReference field || access is set to Full.
Users than have neither group, will not see the field || access is set to None.
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Note: In this part of your training it is enough to know that access can be set on a variety of levels and ways. Consulting and setting acces in the detail described above is however not relevant for this part of your training. We will discuss this later on. |
Example of user groups belonging to the ‘Reception’ profile
Reception employees need to be able to create requests, reservations, visitors. Therefor the create request, create reservation, create reservation schedule, and create visitor groups are assigned to the profile .
In addition the reception should be able to view (not edit) contacts in case they need to make a reservation for someone else. Hence, the view contacts user group is added.
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Keep in mind: User Groups can also be added to users directly (so not via the profile), but this is not recommended. Instead user groups are always assigned to the user profiles that is assigned to the users. This is the easiest way to keep your environment manageable. |
StartBoard and navigationMenu
StartBoard
The startBoard consists of the buttons and includes you see after logging in. The startBoard a user sees is based on the User Profile. The information that is relevant to the user determined what buttons and reports are displayed.
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Did you know that it is common practice to use the same startBoard and Navigation for multiple Profiles? |
An example of an ICT Servicedesk StartBoard. Buttons for creating Requests/Reservations/Visitors and for some basic reports. The ICT service desk also has a report with Requests to assign, and Request assigned to the user.
Reception employees often have a StartBoard like the one shown here. Buttons for making Requests/Reservations/Visitors and buttons for navigating to reports. The reports are mainly reports that show visitors.
NavigationMenu
The Navigation Menu is the sidebar to the left after logging in.
This is (a part of) a NavigationMenu that belongs to a System administrator. Because they access to almost all of the objects, they are also allowed to see all these options in their NavigationMenu.
This is the NavigationMenu that belongs to a User with the Reception User Profile. Since they only need to have access to Contacts and their own Tasks, most of the NavigationMenu is not shown. In this way we keep the NavigationMenu organized.
Same as the startBoard, the NavigationMenu can be altered by adding specific reports or search pages. For the NavigationMenu it is also advised to use general menu’s that can be applied to multiple Users/Profiles.
User settings vs client setting
User settings
User settings, are settings that apply specifically to one user. When logged in with a user, the personal setting can be found in the right upper corner by clicking on profile (more info Personal settings ).
A system admin can find the personal settings of a user by looking up the user. To do so: press the Users button on the startBoard or use the navigation menu > Admin > Users.
Client settings
The client settings are settings that apply system wide. They can be found on the System Administrator starboard by clicking ‘Client settings’ on your startBoard.
Client settings that are applied for new users
There is a handful of default setting that are applied to the user settings when first creating a new user. You’ll find these setting on the ‘Interface’ tab of the client setting. You can, for example choose a default user profile and user type.
These settings are self explanatory and are not discussed in detail.
Differences
The main difference between User settings and Client settings is that User settings are specific per User and apply to those Users only. Client settings apply to the whole environment and when changed have an effect on every User.
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In the client settings we can change:
In the user settings we can change:
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Summary
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Exercise
- Look up which user profiles are availability in your (training) environment
- Look up the personal setting of your admin user
- Have a look at the client setting and in specific the default setting that are applied when creating a new user.
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