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Content

Table of Contents
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Learning Objectives

After reading this article , you’ll you will be able to:

  • Create users

  • View user tasks

  • Refresh tasks

  • Switch to other users

  • View contextual groups

Create users

Aside from importing new users or setting up automated user provisioning, we can also manually create users (more on imports in Imports). To create users we first need a contact. The contact can be either a person or an organization.

Creating

Step 1: Create a contact

:

(person or organization)

  1. If there is no contact readily available. In the navigationMenu go to ‘Organization’ or 'Person. In the case below we describe creating a person contact.

  2. We can create a contact by clicking the new button on the contact search page.

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  1. Depending on the categories in your environment, Workplace will ask you to chose a category to create the person or the organization in. For

no

  1. now we choose a new person in the employee category.

  2. To be able to create a user, we have to fill in the mandatory fields and an email address (to be able to email the password/username).

Creating an user:

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Step 2: Create an user

  1. Open the person or organization for which you want to create a user;

  2. After filling in the mandatory fields (first name, last name, and Email) we can click the button Make user.

  3. If a user

.Image Removed

  1. already exist, the ‘Show user’ is available instead of the ‘Make user’ button.

  2. The user is now created and opened.

  3. For users we need the following settings to be filled in:

    1. The user profile.

    2. The user type (license).

  4. If necessary send out the password to the user.

View user tasks

To view active user tasks within a workflow we first have to navigate to the workflow of the object. Consider a request that has been submitted to the facility service desk:

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Info

Info: We often check user tasks when troubleshooting. When a workflow is stuck or a user is not able to see a task they expect to have on their startboard.

(More info on workflows can be found in Workflow basics). The current status of the request is: submitted. To see all the active tasks for this request we navigate to the workflow tab:

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Here we can see the handled tasks in red (also recognizable by the handled date). The active tasks are shown in green, these are all the tasks that can be handled by specific users at this moment. Here we can see that the task to assign the request can be performed by the Training FMB user (also the creator of the request), the servicedesk user and by servicedesk employee 2. What users are shown here depend on the workflow, in this case all the users are within the treatment group, the Facility servicedesk.

Refresh user tasks

To refresh user tasks we have to navigate to the user in question:

  1. Navigate to Admin via the navigation menu;

  2. Click on Users;

  3. Search for the specific user;

  4. Click on the hyperlink by the Username.

  5. Click on the Refresh tasks button (As seen in the screenshot below).

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Info

Info: We often have to refresh user tasks when new user groups/profiles are added to a user. This is for currently active workflows as well as new workflows.

Refresh tasks button: Refreshes the tasks that are currently in progress. Also generates new tasks that have not yet been created. This implies that if we add a user to a specific treatment group by adding a new user group to their profile, we have to click this button for the tasks to be generated.

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Expand
titleUsernames must be unique

Usernames must be unique

Usernames need to be unique in an environment. When checking if a username is unique, the system also takes the archived users into account. This means that if user ‘Jane’ is archived, you cannot create a new user called ‘Jane’. What you could do is alter the name of the archived user to free up te user name to be used again.

  1. In the navigationMenu navigate to Admin > Archive.

  2. Type = systemuser.

  3. Add additional search criteria if needed.

  4. Click 'OK.

  5. Open the user.

  6. Click on 'change username/ password.

  7. Change the username by adding e.g. ARCHIVE or XXX (the username “jane” would than change to “JaneARCHIVE“).

  8. OK.

Expand
titleAdd user profile to users in batch

Add user profile to users in batch

User profiles can be added to a batch of users.

Info

Please note that the user profile is added to the users as a user group, they are not set in the ‘Default user profile’ field. This means that the user inherits the user groups of this profile. The NavigationMenu, startBoard, and other profile settings however, are still inherited from the profile that is set in the ‘Default user profile’ field.

Steps to add the user profile in batch:

  1. Navigate to the menu option ‘ADMIN’ > Authorize users;

  2. Select the profile(s) you want to add to the users;

  3. Click on 'Add selected profiles to users';

  4. A search screen is now opened that allows you to search for contacts/ users. You can leave this empty if you want to query all contacts. Click OK when you’ve filled in the desired filters;

  5. Select contacts by clicking in the selection box;

    1. Tip: on Windows you can use the shift-key to select multiple contact at once: select one contact > now press and hold the shift-key > select another contact > all contacts between the first and second contact you clicked are now selected.

  6. Click on 'Add selected profiles to selected contracts';

  7. A popup is now shown to confirm the changes that are made

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Expand
titleSending passwords and forcing password change

Sending passwords and forcing password change

One user

  1. Press the ‘Users’ button on your startBoard;

  2. Search for and open the user;

  3. Click on the 'Change username/ password button and choose one of the option:

    1. Email new password to new user;

    2. Email new password to myself;

    3. Force password change > the next time the users logs in, a message is shown that the password has expired and a new password has to be created immediately (user cannot login otherwise)

Multiple users (sending new password only)

  1. Press the ‘Users’ button on your startBoard.

  2. Search for user and make sure you have a list of users.

  3. Select the users.

  4. Click on 'Send password to selected users.

  5. Select a date + time. Make sure this is in the future (e.g. now + 5 minutes).

  6. Click on ‘Set date’.

  7. You now return to the list of user and the password send on time is shown in the last column.

Note: A planningsscript will run every 15 minutes and send any user that has this field set with a date/time in the past a new password (This field will be set empty after the password has been send). I might take some time after the date/time set on the user. If this date/time is set on a lot of users at the same time, it might take the planningsscript multiple runs (and thus hours to send all passwords).

Expand
titleSwitch to other users

Switch to other users

To switch to other users we first have to navigate to the user in question:

  1. Navigate to Admin via the navigation menu

;

  1. .

  2. Click on Users

;

  1. .

  2. Search for the specific user

;

  1. .

  2. Click on the hyperlink

by

  1. of the Username.

  2. Click on Switch to currently displayed user

(As seen in the screenshot below)

  1. .

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Switch to currently displayed user:

  1. After clicking this button you will be asked: Switch user? (user/username).

  2. The page will now reload, this might take a while since the

startboard

  1. startBoard that belongs to the user you just selected has to be loaded in, do not try refreshing the page before it is done loading.

Warning

However: If the page stops loading and you have not switched users yet, try refreshing the web page (either by clicking refresh or F5)

.

Now that we switched to another user we can navigate the environment like we would normally

.

Changing back to your own user

To switch back to your own user we can either:

  • Log out of the environment and log in again.

    1. Click your profile at the top right.

    2. This will bring you to the user

    page that belongs to

    1. setting of the user you have switched to.

    Here

    2. click

    : Switch

    1. on ‘Switch to another

    user:Image Removed

    1. user’.

    2. This will

    take

    1. show you

    to a selection:

    1. a list with one user.

    2. Click on the user icon (not on the ‘OK’ button!).

    3. On the popup “Are you sure?, click: OK.

    4. You are now switched to this user.

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    Warning

    Keep in mind: We have to click the user icon (shown in red) to switch back. Clicking

    Ok

    OK or Back will only take you back to the previous page.

    This will again ask you: Are you sure? Click: Ok.

    Switch to previously switched to users

    • If you have already

    tried switching

    • switched back and forth between

    a few

    • users, the selection will show you all users you have switched to in this session

    :Image Removed

    • . This also allows you to

    not only

    • switch directly between user without having to first switch back to

    your own user but also switch to earlier selected users.

    View contextual groups

    To view contextual groups we first have to switch to the user in question. See Switch to another user in the previous paragraph.

    Then click your profile in the top right corner → groups:

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    This list is a list of all active groups of this user

    • you admin user.

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    Tip

    Instead of switching back to your admin user, you can also log out of the environment and log in again with you admin user.

    Expand
    titleView user tasks on an instance

    View user tasks on an instance

    To view active user tasks within a workflow we first have to navigate to the workflow of the object.

    1. Consider a request that has been submitted to the facility service desk:

    2. To see all the active tasks for this request we navigate to the workflow tab.

      1. Note: for some workflow tasks (like cancel), no task is visible in the task list.

    Image Added

    In the screenshot above:

    • The handled tasks are in the red rectangle (also recognizable by the handled date).

    • The active tasks are shown in the green rectangle. These are all the tasks that can be handled by specific users at this moment.

    Expand
    titleRefresh user tasks

    Refresh user tasks

    Users get workflow tasks from the moment they are assigned a (new) user profile/ user groups. So a new Servicedesk employee will only get the tasks that are created after the user profile was assigned to this user. If you want the new employee to also be able to handle the existing tasks, the tasks of this users need to be refreshed. To refresh user tasks we have to navigate to this user:

    1. Navigate to Admin via the navigation menu.

    2. Click on Users.

    3. Search for the specific user.

    4. Click on the hyperlink by the Username.

    5. Click on the Refresh tasks button (As seen in the screenshot below).

    Image Added
    Info

    Info: We often have to refresh user tasks when new user groups/profiles are added to a user. By doing so we ensure this user can also handle already existing workflow tasks.

    Expand
    titleView contextual groups

    View contextual groups

    The groups button show that group are active for a users in the current context/ on the current page. In this way we can also analyse whether users obtain dynamic groups that are given in the context of a specific workflow. For more on workflows check Workflow basicsTo view contextual groups:

    1. switch to the user in question. See Switch to another user in the previous paragraph.

    2. Then click your profile in the top right corner

    3. Click ’Groups'

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    Info

    Info:

    This

    Viewing contextual groups is often used for authorization issues and analysis.

    Summary

    Rw ui textbox macro

    This article takes you through some user management tools that are very often used by consultants like:

    • Create users

    • Switch to other users

    • View user tasks

    • Refresh tasksSwitch to other users

    • View contextual groups

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