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:
When creating a new user, several settings are automatically configured:
Username: The system generates a username based on the "Username format" setting, which can be found in the interface tab of the client settings. However, you have the option to change the username and password by using the "Change Username/Password" button.
Default Usergroup and Profile: If default usergroups and/or default user profiles are set in the client settings, the newly created user will be automatically assigned to these. Usergroups and profiles determine the user's access to specific modules of the system. Without them, the user won't be able to log in. More information on usergroups, profiles, and how to assign them can be found in the "Authorizations" section. see Authorizations.
User License: A user license is automatically assigned to the new user based on the default settings in the general settings. You can also directly modify this value using the "User Licenses" dropdown menu on the user page. For detailed information about user licenses, refer to the User licences section.
For more information on the other user settings, see: Personal settings
Emailing Login Credentials
Once the system user has been set up correctly, login credentials can be sent. These credentials include:
Username: The username displayed on the system user page.
Password: An automatically generated password. A standard default password (e.g., welcome2024) cannot be specified. Password requirements and whether the user must change their password after the first login are determined by the general password setting. For detailed information, refer to the Password requirements section.
Login URL: The client-specific URL indicated in the client settings, Authentication tab, login field.
There are three options for sending these credentials:
Direct Email to User: Send the login credentials directly to the email address of the contact linked to the user. To do this, use the "Change Username/Password" button on the user page and select "Email new password to user" on the next screen.
Email to yourself: Send the login credentials to the email address linked to your own user. This option is relevant if you need to change the password (as it requires the automatically generated password). To do this, use the "Change Username/Password" button on the user page and select "Email new password to myself" on the next screen.
Scheduled Email: Schedule the sending of login credentials for one or multiple users at a specific moment in time. For example, if the customer will go live on a specific future date, you may want the login credentials to be sent on that date. To use this feature, go to the users overview via the "Users" button on the administrator startboard. Search for the relevant users and select them from the list. Then, use the "Set password send date for selected users" option.
Single Sign-On
If the customer is using Single Sign-On (SSO), there's no need to send login credentials to the user, as they will use their own identity provider to log in (e.g., Office 365). In this case, different settings apply. Refer to the SSO configuration for WPM for more information.
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
Standard Employee Interfaces
When a large customer requires access to Workplace Management for all or most of its employees, managing user accounts manually becomes cumbersome due to the frequent changes in personnel. To streamline this process, a Standard Employee Interface can be established.
This interface connects Workplace Management with the customer's employee management application, such as Okta or Azure. By integrating with this application, user accounts can be automatically created and archived based on data from the active directory. For detailed instructions on setting up this integration, refer to the documentation on Standard Employee Interfaces here: Standard Employee interfaces
Custom Employee Interfaces
Alternatively, a more customized approach can be implemented using an SFTP (Secure File Transfer Protocol) interface. This involves automatically importing files from an FTP server to manage employee data. For more information on setting up a Custom Employee Interface, refer to the documentation available SFTP import/export setup
Via Workplace Experience
If the customer is also using Workplace Experience, it is possible to automatically create a contact and related system user based on a login into the workplace app.
For further details on this integration and user creation within Workplace Experience, refer to the comprehensive guide available in the general article about user creation in Workplace Experience: Users & Groups