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Difficulty: novice

Content

Learning Objectives

After reading this article, you will:

  • Know what User profiles and user groups are;

  • Understand what the StartBoard and NavigationMenu do;

  • Know the difference between User and Client settings.

User Profiles

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.

  • StartBoard: 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.

User profile configuration settings

 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 on the report changes, which will be remembered during this login session. With this function enabled, it will not remember the 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 login 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

This is enabled to make sure users can’t got to their own profile setting. The language button is shown instead of the profile button at the top right when an user clicks his/her own name.

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 button bar at the top of the page is enlarged.

Large tiles and menu items

The startboard buttons and NavigationMenu modules are enlarged.

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.

User groups

  • User groups determine the access rights the user has to objects, fields, buttons, folders, etc.​ If required, it would even be possible to set the access rights per field on a page by using user groups.

  • But how do you get access to for example a field or a button? The idea behind this is easy: the profile assigned to the user should contain at least one group that has access to that field or button.

  • All System Administrators can search for the User Groups on their home screen by clicking the button: Groups FMB or under Admin on the navigation menu, and then Groups FMB.

  • Access right is a very complex part of Workplace. In other articles we’ll go into more detail on access rights.

Example of how field acces works for a specific of the Property object

For this example we will look at the externalReference field of the property object. As can be seen on the print screen, only the user groups: ‘view properties’ and ‘edit properties’ can acces the reference field.

  • A user with a profile that contains the user group 'view properties' would be allowed to view the externalReference field || acces is set to View.

  • A user with a profile that contains the user group 'edit properties' would be allowed to edit the externalReference field || access is set to Full.

  • Users than have neither group, will not see the field || access is set to None.

Note: In this part of your training it is enough to know that access can be set on a variety of levels and ways. Consulting and setting acces in the detail described above is however not relevant for this part of your training. We will discuss this later on.

Example of user groups belonging to the ‘Reception’ profile

Reception employees need to be able to create requests, reservations, visitors. Therefor the create request, create reservation, create reservation schedule, and create visitor groups are assigned to the profile .

In addition the reception should be able to view (not edit) contacts in case they need to make a reservation for someone else. Hence, the view contacts user group is added.

Keep in mind: User Groups can also be added to users directly (so not via the profile), but this is not recommended. Instead user groups are always assigned to the user profiles that is assigned to the users. This is the easiest way to keep your environment manageable.

StartBoard and navigationMenu

StartBoard

The startBoard consists of the buttons and includes you see after logging in. The startBoard a user sees is based on the User Profile. The information that is relevant to the user determined what buttons and reports are displayed.

Did you know that it is common practice to use the same startBoard and Navigation for multiple Profiles?

An example of an ICT Servicedesk StartBoard. Buttons for creating Requests/Reservations/Visitors and for some basic reports. The ICT service desk also has a report with Requests to assign, and Request assigned to the user.

Reception employees often have a StartBoard like the one shown here. Buttons for making Requests/Reservations/Visitors and buttons for navigating to reports. The reports are mainly reports that show visitors.

NavigationMenu

The Navigation Menu is the sidebar to the left after logging in.

This is (a part of) a NavigationMenu that belongs to a System administrator. Because they access to almost all of the objects, they are also allowed to see all these options in their NavigationMenu.



This is the NavigationMenu that belongs to a User with the Reception User Profile. Since they only need to have access to Contacts and their own Tasks, most of the NavigationMenu is not shown. In this way we keep the NavigationMenu organized.

Same as the startBoard, the NavigationMenu can be altered by adding specific reports or search pages. For the NavigationMenu it is also advised to use general menu’s that can be applied to multiple Users/Profiles.

User settings vs client setting

User settings

User settings, are settings that apply specifically to one user. When logged in with a user, the personal setting can be found in the right upper corner by clicking on profile (more info Personal settings ).

A system admin can find the personal settings of a user by looking up the user. To do so: press the Users button on the startBoard or use the navigation menu > Admin > Users.

Client settings

The client settings are settings that apply system wide. They can be found on the System Administrator starboard by clicking ‘Client settings’ on your startBoard.

Client settings that are applied for new users

There is a handful of default setting that are applied to the user settings when first creating a new user. You’ll find these setting on the ‘Interface’ tab of the client setting. You can, for example choose a default user profile and user type.

These settings are self explanatory and are not discussed in detail.

Differences

The main difference between User settings and Client settings is that User settings are specific per User and apply to those Users only. Client settings apply to the whole environment and when changed have an effect on every User.

 Examples of client and user settings

In the client settings we can change:

  • The corporate identity (Interface tab → Corporate identity).

  • Navigate and edit the problem types (Tables tab → Problem type schemes).

  • Date formatting

  • Regimes

In the user settings we can change:

  • The User Profile

  • The User Groups

  • The User contact

  • Debug access

Summary

Exercise

  • Look up which user profiles are availability in your (training) environment
  • Look up the personal setting of your admin user
  • Have a look at the client setting and in specific the default setting that are applied when creating a new user.

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