User Administration

As an administrator, you can add, edit, and delete users. You can also set up user roles groups to which you can assign rights and users.

The screen shots in this document are generic, and your company’s interface may vary.

Access User Administration

Add users

Edit users

Delete users

Export All to Excel

User Roles Admin

User Type Admin

 

Related: FAQ > User administration questions, Xactware ID Help, Manage Accounts, Organization Hierarchy, User Information

Access User Administration

       Select User Administration from the Administration menu (see Figure 1).

Figure 1

       Search for specific users in the Filters area (see Figure 2).

       Click Advanced Filter for more search options.

Figure 2

Add users

1.   Select an account for the new user (if applicable), and click Add a New User (see Figure 2).

2.   Enter the user’s information in the available fields, and click Save (see Figure 3).

User ID

The User ID must be unique across all XactPRM Connect users. You may consider using a company-assigned user number or the company initials followed by the employee initials.

Xactware ID

The Xactware ID must be an email address (preferably the user's primary email address) and must be unique across all XactPRM Connect users. If you enter an Xactware ID that matches the new user's existing Xactware ID, when you click Save the user receives an email instructing them to link their Xactware ID to the new account. The email includes a link to the XactPRM Connect login page. For more information about linking users see Xactware ID Help.

If you enter an Xactware ID, but the new user does not already have an Xactware ID, when you click Save the user receives an email that instructs them to set up an Xactware ID. The email includes a link to the Create an Xactware ID page.

PIN

The PIN must be 4 characters minimum. The PIN is used if the user has a voice mail notification setup. When the automated phone call comes in regarding the project, the user is prompted to enter the PIN before they can hear the message concerning the project.

Figure 3

3.   The Edit User page appears. If necessary, edit user information in the User Properties and Contact Info sections.

4.   In the User Type section, select the appropriate user type (if applicable), and click Apply.

5.   In the User Role section, select the appropriate user role (if applicable), and click Apply.

Figure 4

6.   In the Program / Hierarchy Rights section, you can select which data sets the user can access. Click Add and select a data set from the menu that appears. After selecting a data set, additional menus appear for subsets of the data set. Each subset you select limits the user to rights for that subset. When you are done, click the checkmark next to the menus.

7.   In the Organization Rights section, you can select rights for the user based on your organization's hierarchy. The process for adding organization rights is similar to the process for adding program / hierarchy rights. See step 6 for instructions.

8.   To add application rights, select the check boxes next to the appropriate application rights (see Figure 4).

9.   Click Save.

Edit users

You can edit one user or multiple users simultaneously.

1.   In User Administration, select the check boxes next to the users you want to edit. Then click Edit Selected User(s) (see Figure 6).

Figure 6

2.   If you selected one user to edit, follow the instructions in steps 3-9 of the Add Users section. In addition to adding and deleting rights, you may make changes in the User Properties and Contact Info areas of User Administration (see Figure 5).

Or

If you selected multiple users to edit, the Edit Group page appears (see Figure 7). The User Group table shows the name, and user ID for all the users you selected to edit. You also see the number of selected users with each right in the Group Rights column.

       To add rights for all the selected users, select the check boxes of the rights you would like to add and click Add for selected. A dialog box asks if you’re sure. Click Ok.

       To delete rights for all the selected users, select the check boxes of the rights you would like to delete, and click Delete for selected. A dialog box asks if you’re sure. Click Ok.

       To add a user role to all of the selected users, select a user role from the User Role drop-down menu and click Apply.

Figure 7

Delete users

       In User Administration, select the check boxes for the users you want to delete, then click Delete Selected User(s) (see Figure 6).  A dialog box asks if you are sure. Click OK.

       Delete a user from the user's Edit User page by selecting Delete User at the top of the page.

Export All to Excel

       Click Export All to Excel to export your User Administration search results to an Excel file which you can then save to your computer.

User Roles Admin

Many companies have groups of users that require similar application rights. In User Roles Admin you can define a set of Application Rights that can be easily applied to multiple users in User Administration. If you already have user roles set up, see the Add Users section or the Edit Users section for information about applying user roles.

Access User Roles Admin and set up user roles

1.   Select User Roles Admin from the Administration menu (see Figure 8).

Figure 8

2.   On the User Roles Admin page, click Add a User Role (see Figure 9).

Figure 9

3.   Enter a name for the new user role and click Add User Role (see Figure 10).

Figure 10

4.   The user role appears under the Currently Defined User Roles header. Select Role Rights  in the Options column to assign the appropriate rights to this role (see Figure 11).

Figure 11

5.   Select the check boxes for the appropriate application rights. Click Save Role Rights (see Figure 12).

Figure 12

Return to User Administration to apply the user role. See the Add Users section for information about applying user roles.

User Type Admin

Companies that need more extensive management of user groups may use User Type Admin. In User Type Admin you can define specific groups of program and hierarchy rights, user roles, and company-specific rights. You can then apply these user types to individual users in User Administration. Any changes made to the user type will update any users associated with the user type. If you already have user types set up, see Add Users for information about applying user types.

Access User Type Admin and set up user types

1.   Select User Type Admin from the Administration menu.

2.   On the User Type Admin page, click New (see Figure 13).

Figure 13

3.    On the Basic Information tab, type the user type name in the Name field. Select the Read-Only check box if you want all users associated with this user type to be read-only users. If needed, type additional information in the Description field.

4.    Click Save. The user type appears in the User Type drop-down menu. The user type still needs to be connected to programs, user roles, and company-specific rights. The following steps describe this process.

5.    To associate the user type with a specific program, select the Data Sets tab (see Figure 14). Click Add.

6.   Select the appropriate data set from the data set drop-down menu. If necessary, select the appropriate hierarchy levels from the Levels drop-down menus. Click the Save icon. You may associate a user type with multiple data sets and hierarchy levels.

Figure 14

7.   To associate a user type with a specific user role, select the Roles tab (see Figure 15). Click Add.

8.   Previously set up user roles appear in a drop-down menu. For information about setting up user roles, see User Roles Admin. Select the appropriate user role from the User Role drop-down menu. Click Save. You may associate a user type with multiple user roles. To add, remove, or edit available user roles, click Manage Roles.

Figure 15

9.   To associate a user type with company-specific rights, select the Company-Specific Rights tab. Click Add.

10.  Select the appropriate application, right, and name from the available drop-down menus. If necessary, select the appropriate hierarchy level from the Levels drop-down menus. Click the Save icon. You may associate a user type with multiple company-specific rights.

11.  Go to User Administration to apply the user type. See the Add users section for information about applying user types.

Edit user types

1.   Select the user type from the User Type drop-down menu.

2.   Edit the tabs using the previous steps.

Delete user types

1.   Select the user type from the User Type drop-down menu.

2.   Click Delete. A confirmation dialog box appears.

3.   Click OK. 

 

 

 

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