Difficulty: starter / novice/ expert/ legend

Create users

Aside from importing new users 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 a contact:

1. If there is no contact readily available we can create a contact by clicking the new button on the contact search page.

   

2. 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 we choose a new person in the employee category.

3. 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:

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

   

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

   1. The user profile.

   2. The user type (license).

3. 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:

(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:

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).

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.

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;

2. Click on Users;

3. Search for the specific user;

4. Click on the hyperlink by the Username.

5. Click on Switch to currently displayed user (As seen in the screenshot below).

Switch to currently displayed user: After clicking this button you will be asked: Switch user? (user/username). The page will now reload, this might take a while since the 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.

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.

• Click your profile at the top right. This will bring you to the user page that belongs to the user you have switched to. Here click: Switch to another user:

This will take you to a selection:

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

If you have already tried switching back and forth between a few users, the selection will show you all users you have switched to in this session:

This also allows you to not only 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:

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

Summary

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