Manually creating users
Apart from importing users or setting up automated user provisioning (more on that below), users can also be manually created. Unlike other objects such as Assets, Requests, or Contacts, users (referred to as System Users) aren't created independently. Instead, they are always created based on existing contacts, which can be persons or organizations.
Not every contact automatically becomes a user, as users incur license costs, and not every contact requires access to the system. For example, suppliers may exist solely as contacts to assign work orders, with no need for system access. In such cases, the supplier only receives notifications via email, while system tasks are managed by service desk employees.
To manually create a user, you always start with a contact and enable access for that contact. This action generates a System User in the background and links it to the contact. The contact's details, such as email address, are utilized for sending login credentials.
When you open a contact, whether it's a person or an organization, you'll encounter one of two options: either "Enable Access" or "Open User" (if the contact already has a linked user):
Please note that you will only see these options if you have administrator or user manager access rights.
Basic user settings
When enabling access on a contact, the automatically created system user is shown:
The user will automatically get a username. This is formatted based on the general setting ‘Username format’ found via the interface tab of the client settings page (see screenshot below). This username can be changed if desired via the ‘Change username/password’ button.
If a default usergroup and/or default user profile is also set via these settings, the newly created user will also get these assigned automatically. Without any user groups and default user profiles, the user will not be able to log in, as these provide the necessary access to specific modules of the system. For more information on user groups, user profiles, and how to assign these to a user, see Authorizations.
The new user will also automatically get a user license (also based on the default settings in the general settings) and this value can also be changed directly via the pulldown ‘User licenses’ on the user page. For more information about user licenses, see User licences
Email the login credentials
If the system user has been set up correctly, the login credentials can be sent. The login credentials contain the following:
Username: The username as shown on the system user page
Password: A password is automatically generated for this. It is not possible to indicate a standard default password (e.g. welcome2024). Based on the general password setting, it is possible to indicate the requirements for both the automatically generated password, as well as if the user must change this password after the first login. For more details see: Password requirements
The login URL (E.g. the client-specific URL as indicated via the client setting, Authentication tab, login field
There are three options for sending these credentials:
Send the login credentials directly to the email adress of the contact linked to this user. To do this, use the ‘Change username / password’ button on the user and choose the ‘Email new password to user’ button on the next screen
Send the login credentials to the email adres linked to your own user. This could be relevant if you want to change the password (as this requires the automatically generated password). To do this, use the ‘Change username / password’ button on the user and choose the ‘Email new password to myself’ button on the next screen
Schedule the sending of the login credentials for one or multiple users on a specific moment in time (For instance, if the customer will go live on a specific date in the future, you want the login credentials to be sent on that date. To use this, go to the users overview via the ‘Users’ button on the administrator startboard. search for the relevant users and in the list of users, select the relevant users and use the ‘set password send date for selected users’:
This date will also be shown in the last column. On this date/time, the selected users will automatically recieve the login credentials.
If the customer is using SSO (Single sign-on), there is of course no need to send the login credentials to the user (as they will use their own identity provider to login (e.g. Office 365). In this case, other settings are applicable, see SSO configuration for WPMfor more information about this.
Automatically creating users
Often, mannually creating al the users is way to much work, therefore there are multiple options for creating the users (and even the related contacts) automatically. The most common options are described below:
Default import via Excel template
Just like the other data import sheets, it is also possible to import users based on an excel template. For more information about the default data imports, see: Imports
Active directory interface
[To be added]
Via Workplace Experience
if the customer is also using Workplace Experience, it is possible to automaticall