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.

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.

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.

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.

Refresh user tasks

Users get workflow tasks from the moment they are assigned a (new) user profile/ user groups. So a new Servicedesk employee will only get the tasks that are created after the user profile was assigned to this user. If you want the new employee to also be able to handle the existing tasks, the tasks of this users need to be refreshed. To refresh user tasks we have to navigate to this user:

1. Navigate to Admin via the navigation menu.

2. Click on Users.

3. Search for the specific user.

4. Click on the hyperlink by the Username.

5. Click on the Refresh tasks button (As seen in the screenshot below).

View contextual groups

The groups button show that group are active for a users in the current context/ on the current page. In this way we can also analyse whether users obtain dynamic groups that are given in the context of a specific workflow. For more on workflows check Workflow basicsTo view contextual groups: switch to the user in question. See Switch to another user in the previous paragraph. Then click your profile in the top right corner Click ’Groups'