Difficulty: novice
Content
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Learning Objectives
After reading this article you will be able to:
Manage profiles using the wizard
Adjust an existing profile
General
User profiles are managed using the ‘User profile management’ dashboard.
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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.
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Note: this dashboard is used to manage the profiles that are created in the client environment. Baseline profiles, such as the ‘Administrator Workplace Management’ profile are not available here. These profiles should not be edited. |
Creating new profiles
Click on the ‘User profile management’ button on your startBoard
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.
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When assigning groups we follow the standard access rules. This means that giving users the group Edit properties automatically also allows them to view and create properties. |
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6. A startboard and navigation menu will be generated and linked to the newly created profile automatically.
All users get the “General' tab
Based on the groups that are added to the profile a startboard will contain 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 group “edit assets” 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:
Click on the ‘User profile management’ button on your startBoard
Select one or more groups in either the include “Required groups to be assigned” or “Optional groups that can be assigned“
Than add the selected group(s) to a profile by using the function “Add selected groups to selectable user profiles”
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.
Select the profile(s) to which the group(s) should be added
Click on “Add groups to selected user profiles“
Now test the new user profile by logging in with a user to whom the mutated user profile is assigned.
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Alternative method
Above the preferred method of adding user groups is explained. Alternatively, a group can also be added to a profile as follows:
Open a profile via the User profile management dashboard or by using the ‘profiles’ button on your startBoard.
Click ‘Add’ in the ‘User profile group’ include, an empty item is now added (see screenshot).
In this new item, select the user group you want to add (by typing or using the '…')
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On the bottom on the page in the ‘User profile management’ dashboard, you will find an include “All active groups“. This include contains all active user groups. User group becomes active based on the Solution Based Rollouts that are activated in the environment. So after running the SBR for Contracts, groups such as “2. View contracts” and “4. contract manager“ will become active.
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Summary
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Exercise
- Create a new profile (in the backup environment of your sandbox).
Search
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More information on this functionality can be found here: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizations#5.-User-profile-management-dashboard