Administration > Menu reference > Administration

The User manager is divided into three tabs.

•Users

•Roles

•Departments

Customer specific configuration for columns are possible when using New, New from and Edit. The tab Customer specific information will be added. Contact your customer manager or Digpro support for more information.

If a user that should be deleted has changesets with changes that are not posted, a warning dialog is opened that lists all the changesets and how many changed objects that exists in each changeset.

Use this function with extreme caution when a user should be deleted that has unposted changes in changesets. It is NOT possible to undo the deletion of a user and the deletion also removes ALL changesets regardless of the changes that they contain. All the changes that exists in the changesets will be undone. If this function should be used you need to be sure that NON of the changes that exists in the changeset for the user can affect the rest of the business.

Open the User manager

1.In the menu bar, select Administration > User manager.

Options in the dialog

Export the entire tab or selected rows in the tab to spreadsheet.

Export the entire tab or selected rows in the tab to text file.

Export the entire tab or selected rows in the tab to pdf.

Filter the search on specific roles.

Add new user, role or department.

Create a copy of an existing user.

Edit an existing user, role or department.

Delete an existing user, role or department.

If a user that should be deleted has changesets with changes that are not posted, a warning dialog is opened that lists all the changesets and how many changed objects that exists in each changeset.

Close User manager

Right click menu in the user manager

It is also possible to select a user or a role, right-click on the user or role to bring up a right-click menu containing the following:

Function	Explanation
Show roles for User	The function opens the dialog Roles for User. It is possible to display the dialog either as a List or as Tree. When using the alternative Tree, the dialog will display all the roles for the user and what roles the roles contain. It is possible to export the dialog to a spreadsheet for further handling.
Edit	The function opens the dialog Edit user (see below for more information)
Delete	The function opens the dialog Confirm delete (see below for more information)
Show roles for Role	The function opens the dialog Roles for Role. It is possible to display the dialog either as a List or as Tree. When using the alternative Tree, the dialog will display all the roles for the user and what roles the roles contain. It is possible to export the dialog to a spreadsheet for further handling. The tab List down: Lists the roles that the role have (DPREAD in the case described above). The tab List up: Lists the roles that have the role (DPREAD in the case described above). The tab Tree down: Lists the roles that the role have in a tree-structure (DPREAD in the case described above) have. The tab Tree up: Lists the roles that have the role in a tree-structure (DPREAD in the case described above).

Reports in the query tool

Under Query Tool (F11) > Reports > Users and roles, there are reports that can be useful when managing users and roles:

•Userinfo

•Users with role

•Roles for user

•Users role difference

•Roles that give permission on otype/subtype

•Users changed

•User roles changed

•Roles changed

•Roles for roles changed

Users with role

In the query tool the report Users with role can be used to search for all the users that has a specific role.

1.In the Reports tab of the query tool, select Users and Roles > Users with role.

It is only users with administration rights for the user manager that can access and use this report.

The role is selected by using the drop-down menu Role. The drop-down menu contains all the roles that exists in the system, the field is mandatory and needs to be entered in order for the button Search to be enabled.

It is also possible to select a specific organization unit (company) in the drop-down menu Organization unit. This requires that the system users has been divided into different Organization units/Companies. See section Companies for more information.

The search result will be limited to the organization unit/company that has been selected in the drop-down menu Organization unit.

If you want to include inactivated users to the search result as well, use checkbox Include inactivated users. The users that have been inactivated in the user manager will hence be displayed in the search results as well as the activated users.

The search result includes the columns Changeset, First name, Surname, SSO-name, Email, Cell phone, Company and Active (1=active 0=inactive).

Roles for user

In the query tool the report Roles for user can be used to search for all the roles that a specific user has.

1.In the Reports tab of the query tool, select Users and Roles > Roles for user.

It is only users with administration rights for the user manager that can access and use this report.

The field User name is mandatory and needs to be entered in order for the button Search to be enabled. All the user name that matches the entered one will be displayed in the search result together with the roles that the user has. The result will be sorted per user.

The search result includes the columns Username, Role, Name, Last name, SSO-name, Email, Cell phone, Company name (organization unit/company), Active (1=active 0=inactive).

Users role difference

In the query tool the report Users role different can be used to compare roles between two users.

1.In the Reports tab of the query tool, select Users and Roles > Users role difference.

Both user names need to be entered correctly in order to obtain a correct result for the roles. If one of the user names are misspelled, while the other user name is spelled correctly, you will not obtain a search result.

The mandatory fields User needs to be entered with the user names that you wish to compare, in order for the button Search to be enabled.

The search result displays the roles that differs between the two users by the columns Only and Role.

The column Only, lists the user name while the column Role lists the roles.

Roles that give permission on otype/subtype

In the query tool, the Roles that give permission on otype/subtype report can be used to generate a list of roles showing whether they have read or write access for a given otype and subtype, and whether the permission is directly assigned to the role or inherited.

1.In the Reports tab of the query tool, select Users and Roles > Roles that give permission on otype/subtype.

Users changed

The report User Changed shows which users have been changed, the types of changes that have been made, when they were made and by whom. The report also shows whether the user is active or inactive.

1.In the Reports tab of the query tool, select Users and Roles > Users changed.

Narrow your search by:

•Entering Username of the changed user

•Entering the username of the person who made the change in the field Changed by

•Filtering by the Type of change (Created, Updated or Deleted) or All of these types of changes

•Entering the time period for when the changes have been made in the fields Only before and Only after

The search result contains the columns Type of change, Username, Name, Last name, SSO-name, Email, Cell phone, Active (1 = active, 0 = inactive), Changed by and Change date.

User roles changed

The report User roles changed shows which users have been changed, the types of changes that have been made, which roles that have been assigned to or removed from the users, when the changes were made and by whom.

1.In the Reports tab of the query tool, select Users and Roles > User roles changed.

Narrow your search by:

•Entering Username of the changed user

•Entering the username of the person who made the change in the field Changed by

•Filtering by the Type of change (Added or Removed) or All of these types of changes

•Entering the time period for when the changes have been made in the fields Only before and Only after

The search result contains the columns Type of change, Username, Role, Changed by and Change date.

Roles changed

The report Roles changed shows which user roles have been changed, what types of changes that have been made, when they were made and by whom. The report also shows whether the user role is active or inactive.

1.In the Reports tab of the query tool, select Users and Roles > Roles changed.

Narrow your search by:

•Entering the Role of the changed role

•Entering the username of the person who made the change in the field Changed by

•Filtering by the Type of change (Created, Updated or Deleted) or All of these types of changes

•Entering the time period for when the changes have been made in the fields Only before and Only after

The search result contains the columns Type of change, Role, Active (1 = active, 0 = inactive), Changed by and Change date.

Roles for roles changed

The report Role for roles changed shows which user roles whose roles have been changed, what types of changes that have been made, when they were made, and by whom. Here, the role name is used as the username.

1.In the Reports tab of the query tool, select Users and Roles > Roles for roles changed.

Narrow your search by:

•Entering the Username of the changed role

•Entering the username of the person who made the change in the field Changed by

•Filtering by the Type of change (Added or Removed) or All of these types of changes

•Entering the time period for when the changes have been made in the fields Only before and Only after

The search result contains the columns Type of change, Username (role), Changed by and Change date.

The Users tab

The tab Users, displays a table of all users in the system and their registered contact details. Verification that a user is active, is shown in the column Active. If an expiration date has been set for a login, it is displayed in the column Expire date for login. The column Last Login displays the date and time that the user was last logged in. To search for a specific user, you can use the Filter field.

Create a new user

1.Press to create a new user. A dialog opens.

The pink fields are mandatory and must be filled in for the Apply button to activate.

2.Enter relevant data in the fields for General information.

3.Select the roles that the new user should have access to by transferring the roles from the list Available to the list Selected by using the arrow keys. Hover over the different roles to see information about the role.

4.For Organizer, in the Inboxes (Organizer) tab, select which inboxes the user should have access to.

5.Press Apply to save the new user profile. The dialog New password opens.

6.Enter the new password, confirm the password, and press OK. If a one time password should be used, an email address needs to be entered in order to activate the radio button. The new user has been saved and is added to the Users tab. It is now possible for the new user to log in to the application with the user name and the password that was entered in the previous section.

Create new user from

1.Press to create a new user as a copy of an already existing user. A dialog opens.

The pink fields are mandatory and must be filled in for the Apply button to activate.

2.Enter the relevant data in the fields for General information. Roles and inboxes have been copied from the original user.

3.Press Apply to save the new user. The dialog New password opens.

4.Enter the new password, confirm the password, and press OK. If a one time password should be used, an email address needs to be entered in order to activate the radio button. The new user has been saved and is added to the Users tab. It is now possible for the new user to log in to the application with the user name and the password that was entered.

Edit existing user

1.Select the user that you wish to change and press . A dialog opens.

2.Make the desired changes.

3.Press Apply to save the new information.

Delete user

If a user that should be deleted has changesets with changes that are not posted, a warning dialog is opened that lists all the changesets and how many changed objects that exists in each changeset.

1.Select the user that you want to delete and press .

You can select and delete multiple users at the same time.

2.To confirm, press Yes. The selected user disappears from the Users tab.

Filtering

The button Choose to only show users with specific roles makes it possible to filter on roles. The search result will only list the users that has the role or the roles that you have been filtering on.

1.Use the button to open the dialog Filter.

2.Use the drop-down menu to select a specific role that you wish to filter on or select the alternative Select multiple... if several roles should be selected.

3.If the alternative Select multiple... has been selected, a dialog opens.

4.All roles in the system are listed in the dialog. Select the roles that you wish to include in the filtering by using the checkboxes and press OK. All the users that has the selected roles will be listed in the search result.

Show roles for multiple users

It is possible to display roles for several users at the same time. The function is useful when e.g. a user sees certain things in the application that the other user does not see. By comparing the roles between the two users, it is possible to see which roles differ between the two users.

1. Mark several users in the list.

2. Right click and select Show roles for multiple users. A dialog opens for each individual user selected in the list. Here you can see which roles each individual user has access to.

Manage roles for several user

It is possible to manage roles for several users at the same time by selecting the users using Shift or Ctrl.

1.Select the users that you wish to manage the roles for

2.Right click and select the alternative Handle roles. A dialog opens.

3.The users that have been selected, are displayed in the upper part of the dialog under Selected users. The User name, First name and Surname for the users are listed here. All the available roles are listed under the section Roles. Search for the role/roles that you wish to add to the selected users. Select the roles and use the blue arrow that points to the right in order to move the selected roles to the column Selected. The numbers that are listed within parentheses, lists how many of the selected users that already have that specific role.

4.If a role needs to be removed from the users, simply select the roles that should be removed in the column Selected, select the roles and use the blue arrow that points to the left in order to move the selected roles back to the column Available.

5.Press Save in order for the changes to be saved.

The Roles tab

The tab Roles, displays a table of all roles in the system including the user that created the role and the date that the role was created. Verification that a role is active, is shown in the column Active. In the column Note, it is possible to add a description of the role. To search for a specific role, you can use the Filter field.

Create a new role

1.Press to create a new role. A dialog opens.

The pink fields are mandatory and must be filled in for the Apply button to activate.

2.Enter relevant information for the role.

3.If the new role should include some existing roles, select the roles.

4.Press Apply. The new role is added to the Roles tab.

Edit an existing role

1.Select the role that you want to change and press . A dialog opens.

2.Make the desired changes.

3.Press Apply to save the new information.

Delete a Role

1.Select the role you want to delete and press .

2.To confirm, press Yes. The role will disappear from the Roles tab.

Filtering

The button Choose to only show roles with specific subroles makes it possible to filter on roles with subroles. The search result will only list the roles that has the specific subrole or the subroles that you have been filtering on.

1.Use the button to open the dialog Filter.

2.Use the drop-down menu to select a specific subrole that you wish to filter on or select the alternative Select multiple... if several subroles should be selected.

3.If the alternative Select multiple... has been selected, a dialog opens.

4.All roles in the system are listed in the dialog. Select the roles that you wish to include in the filtering by using the checkboxes and press OK. All the roles that has the selected subroles will be listed in the search result.

The Departments tab

The tab Department displays a table of all the departments that exists in the system. It is also possible to administrate departments as well as users and roles. The users can be linked to the created departments. In the dialog Edit user there is a drop-down menu for Departments where you can select between all of the created departments. In the column Note, there is a possibility to add, for example, a description of the department. To search for a specific department, use the search field Filter.

Create a new department

1.Press to create a new department. A dialog opens.

The pink fields are mandatory and must be filled in for the Apply button to activate.

2.Enter the information about the department and press Apply to save the new department. The new department is added to the table Departments.

Edit an existing department

1.Select the department that you wish to change and press . A dialog opens.

2. Make the desired changes.

3.Press Apply to save the new information.

Delete department

It is not possible to delete a department that is assigned to a user.

1.Select the department that you wish to delete and press .

2.To confirm the deletion, press Yes. The department will disappear from the Departments tab.

More information

Two-step verification

If the checkbox two-step verification is checked, it is possible to log in to the applications in a safer way by using two steps. The user will be able to scan a QR-code to ensure the log in. If the two-step verification is used, the following buttons are activated the next time the form for the user is opened:

Generate new key:

Create a new key, a QR-code is generated. This code can then be scanned and require a verification code from Google Authenticator. Enter the code and press the button OK.

Remove key:

The user needs to generate a new key at the next login.

Forget all users on all computers:

Forgets all the users on all computers and forces the user to enter a code at the next login

Configure Two-step verification

It is also possible to configure how the two-step verification should work as default when you start the application. It can either be Disabled, Optional or Force. Contact your customer manager or Digpro support for more information and configuration of the two-step verification.

If the configuration is set to Disabled, the possibility to activate the two-step verification will disappear in the application. The code will however be verified for the users that already has it.

If the configuration is set to Optional, the two-step verification will be activated and is hence visible in the application in the same way that is described above.

If the configuration is set to Force, the users are required to scan a QR-code and enter the code in order to log in to the application.

SSO-name

In the field SSO-name you will find the button Fetch information from Windows Active Directory account which makes it possible to retrieve information from Active Directory. Input data is sso-name. This needs to be configured before it can work properly. Contact Digpro Support or your customer manager for more information.