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Manually create users and tools to manage users

Manually create users and tools to manage users

Owned by Danique Bodt (Deactivated)
Last updated: Mar 22, 2024 by Sergio Karijodinomo
8 min read

Difficulty: novice

Learning Objectives

After reading this article you will be able to:

  • Create users

  • View user tasks

  • Refresh tasks

  • Switch to other users

  • View contextual groups

Create users

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

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.

  3. Depending on the categories in your environment, Workplace will ask you to chose a category to create the person or the organization in. For now we choose a new person in the employee category.

  4. 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).

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

  4. The user is now created and opened.

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

    1. The user profile.

    2. The user type (license).

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

Press ‘Make user’ to create a user

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.

 

Add user profile to users in batch

User profiles can be added to a batch of users.

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

 

 

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).

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 of the Username.

  5. Click on Switch to currently displayed user.

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

  7. 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.

 

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

 

Changing back to your own user

  1. Click your profile at the top right.

  2. This will bring you to the user setting of the user you have switched to.

  3. click on ‘Switch to another user’.

  4. This will show you a list with one user.

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

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

  7. You are now switched to this user.

Keep in mind: We have to click the user icon (shown in red) to switch back. Clicking OK or Back will only take you back to the previous page.

 

Switch to previously switched to users

  • If you have already switched back and forth between users, the selection will show you all users you have switched to in this session. This also allows you to switch directly between user without having to first switch back to you admin user.

 

 

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.

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.

 

Summary

 

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