Managing users

Administrators can add users an update user information. A one-time bulk upload of users can be performed. See Bulk HR User Feed.

When setting a user name, customers are recommended to use a human readable username.

Add a user

1. From the left menu, select Administration then Users.

2. On the Users page, select the Create New button.

3. On the Add New User page, add the user's information which includes but is not limited to the following fields:

   • User Information

     • First Name, Last Name, Middle Name, User Name, and Title.
       Use a human readable User Name to identify who took an action. For example, the User Name identifies the author of a document comment.

     • External ID: Enter the user name for Single-Sign On (SSO) which must match the user’s SSO ID. It is still necessary to assign a password in the Password section.

     • Is Locked Out: The checkbox is selected if a user locks themselves out and cannot log in. For example, users are locked out for three failed log in attempts. Deselect this to provide a new temporary password in the Password section.

     • Prevent Update from Feed: Select to stop a user’s profile from being updated when a bulk user/HR feed runs. See Bulk HR User Feed.
       

     Caution

     If the user is manually added, select this setting to avoid an error.

     • Selecting the Register defines the user as Active. Selecting the Unregister User button deactivates a user. For audit purposes, users are not deleted from the system.

     • Access group: Select the Security Group to assign the user to. See Managing security groups (user roles).

     • Language: If you make no selection, English is the default. You can select another language as the user's default document language. The document must be translated and available in the language for the user to view the document.

   • Business Information: Your organization may add External Fields for your business processes. The fields can be used for reporting and grouping users. External Fields primarily help you define who should may access the document (for example, the Target Audience) and, in Policy Deploy, the group for an attestation campaign.
     

   Common examples include the following:

   • Role

   • Function

   • Business Unit

   • Region

   • Location / Site

   • Flag or Status to indicate Employee, Contractor, Vendor, and so on.

   • Employee Status, for example, Part-Time, Full-Time, Contract, Contingent Worker, and so on.

   • Supervisor Name

   • Password

     • Show Password Policies: Display the system's password policies. Password settings can be managed via a system Category/Value combination such as, PASSWORD_CONFIGURATION/PASSWORD_NUMERIC_CHAR. For information on Category/Value combinations, see Configuring categories, values, and attributes.

     • Type in a valid temporary New Password and the same value in Confirm New Password for the user. The first time the new user logs in, they will be prompted to create a new password. If you use SSO and have entered an External ID in User Information for the user, you still need to enter a temporary password and the user needs to set a permanent password. This provides a second method for the users to get into the system when SSO is not available. Once set, Administrators need to advise the user of the new password.

4. Make sure Register User is selected activate the user.

5. Select Save.

Update a user

1. From the left menu, select Administration then Users.

2. On the Users page, search for the user and select one of the following:

   • To edit the user information.

     • All the required fields must be populated.

     • To remove a user's access, select Unregister User so the record is maintained for an audit, but the user has no access. The user is no longer displayed as Active.

   • To change the password on the user account.

3. Select Save.