Difficulty: novice

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Learning Objectives

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

Know what User profiles are

What is a User Profile

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.

All System Administrators can search for the User Profiles on their home screen clicking the button: Profiles or in the navigation menu under Admin > Profiles.
It is also possible to directly open user profile after opening a User.

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.
Start board: 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.

Expand to see the user profile configuration settings explained

Setting	Explanation
Behavior settings
Simple pages for creating objects	If an object is created and the blank page of the object is opened, the object is only created after saving or pressing OK.
Limited access to child objects	ID fields do not have the three dot function. ID fields can only be filled by typing text in it and searching in the field itself. There is also no possibility to click further on objects.
Skip filter pages	Skips the filter pages of reports and immediately shows the list page.
Do not retain report sorting	When on a list page a column name is clicked, the sorting op the report changes. With this function on, it remembers this sorting when you come back later on the list page.
Blank page after logging out	When logging out, a white page is shown instead of the logging screen. This is handy for example with clients that use SSO, because users then don’t see the logging screen.
Contact details on profile menu	You already see the contact details of the user when you click on the username in the topright corner of the screen. Most of the time used together with the language button.
Only language selection in profile menu	The language button is shown instead of the profile button at the top right when an user clicks his/her own name. This it to make sure users can’t got to their own profile setting.
History and favorites on profile menu	The history and favorite functions are open when the user clicks on his/her name at the top right corner of the screen.

Appearance settings
Large top bar	The top bar at the top of the page is enlarged.
Large tiles and menu items	The startboard buttons and NavigationMenu modules are enlarged and fit the screen better.
Elevated panels	The buttonsbars or reports on the startboard are on top of the startboard. This creates a 3D effect with a shadow.
Burger icon next to logo	The NavigationMenu can be opened and closed with the burger icon (three lines above the menu). This setting sets the burger icon next to the logo in the top bar to the left site.

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

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.

Summary

Exercise

Look up which user profiles are availability in your (training) environment

Search

User management basics (new)