05 Users

05 Users



Users

System Administrators

System Administrators: Add New User

To add system administrator:

  1. Click Users Menu.
  2. Click System Users sub-menu.
  3. Click Add New User button as shown below. 


Figure 6a: Adding System Administrators



  1. User details screen appears as below. 


Figure 6b: System Administrator’s Details Screen


  1. Enter System Administrators details.
  2. User will be forced to change the password after the first logon.
  3. Click Create to add System Administrator. 

Figure 6c: Enter a System Administrator’s Details


  1. User created successfully message appears.  

Figure 6d: System Administrator Added Successfully message



Table 7Add New User: User Details Field/Button Description

Field Name

Description

User type

Select from Native User or LDAP User. 

SSO user type is not supported for Sysadmin role.

Sysadmin users cannot use Process Studio.

Tenant

Specify tenant name. This field is mandatory.

First Name

Specify tenant first name. This field is mandatory.

Last Name

Specify tenant last name. This field is mandatory.

Email Id

Specify tenants email Id.

Username

Specify tenant username. This field is mandatory.

Password

Specify tenant password. This field is mandatory.

Force Change Password

When selected, the system forces the user to change the password on next login.

Create Button

Click to create new system administrator.

Cancel Button

Click to cancel creating new system administrator.







System Administrators: Search

To search system administrator:

  1. Click Users menu. Click System Users sub-menu.
  2. Enter search string in the Search Users box.
  3. Click Search.  


Figure 6e: Searching System Administrator




System Administrators: Advanced Search

To search system administrator,


  1. Click Users menu. Click System Users sub-menu.
  2. Click Advanced Search. Use advanced search options to find the specific system administrator. Click Search.  


Figure 6f: Searching System Administrator


  1. Select a column from the drop down list on which you want to put a filter criteria. 

Figure 6g: Select Column for filtration

  1. Select a Comparator. 

Figure 6h: Select Comparator


  1. Provide a value to compare the value of Username.  Click Add Filter. 

Figure 6i: Select Value for comparison

  1. You can now see the filter condition applied a shown below (Username like sys).


Figure 6j: Searching System Administrator


  1. You can add more advanced search filter criteria by filter conditions as described in the step above. Choose the column and the comparator for filter value. Repeat this for more columns and continue Adding Filters.
  2. Advanced search options for System users are explained below. They are available for tenant name, username, first name, last name, created date and last updated date. The drop down values for these search options are explained below.


Table 8: Advanced Search Options by Name

Advanced Search by name(Tenant Name, Username, First Name, Last Name):

Dropdown Field

Description

Equal To

To search entries matching to the entered text.

Not Equal To

To search entries not matching to the entered text.

Like

To search tenant name containing the entered text.

Begins With

To search tenant name that begins with the entered text.

Ends With

To search tenant name that ends with the entered text.


Table 9: Advanced Search Options by Date

Advanced Search by date(for Created Date, Last Updated Date)

Dropdown Field

Description

Exact Date

To search entries by the exact entered date.

Before

To search entries before the entered date.

After

To search entries after the entered date.

In Between 

To search entries in between the entered dates.

Not In Between

To search entries not in between the entered dates.


System Administrators: Edit 

To edit the system administrator’s details:

  1. Click Users menu. Click System Users sub-menu.
  2. View the System Users list. You may filter the list using Search or Advanced Search criteria.
  3. Click Username link corresponding to the System Administrator you wish to edit. Please note that the default Sysadmin user is not editable.


Figure 6k: Editing a System Administrator’s Details


  1. An Edit User pop-up appears. 

Figure 6l: Editing a System Administrator’s Details


  1. Edit the details. Field descriptions are same as for Add User (Refer Table3).  
  2. You may edit all fields except the username.
  3. Click Save to save the edited details. 


Figure 6m: Saving an Edited System Administrator’s Details


  1. User updated successfully message displays.  

Figure 6n: System Administrator updated successfully


System Administrators: Delete

A System Administrator cannot be deleted.




Tenant Users

Tenant Users: Add new User


To add a new tenant:

  1. Click Users menu. Click Tenants Users sub-menu.
  2. Click Add New.


Figure 7a: Adding New Tenant User




  1. The User Details page appears as shown below. The User type created is Native User. 


Figure 7bEnter Tenant User Details window


  Note:

LDAP users cannot be created by a System Administrator. A Tenant Administrator can create LDAP users.


  1. Enter User details as shown below. Enter Users Details (First Name, Last Name, Email Id, Username, and password) 

Figure 7c: Tenant User Details Entered

 

  1. Choose a role from the drop down list as shown below.  


Figure 7dRole Selection for Tenant User


  1. In this case Tenant Admin role is selected as seen below. Click Create.  


Figure 7e: Tenant User Click Create


  1. User created successfully message is displayed.  

Figure 7f: Tenant User Created Successfully


  1. A newly created user has State- UNVERIFIED.
  2. Now login with the newly created user. 

Figure 7gLogin with new Tenant User


  1. When the user logs in for the first time the user is forced to Change PasswordProvide old and new passwords. Click Change. The user is taken to the login screen.  


Figure 7hChange New Tenant User Password




  1. When the user logs in for the first time the state changes to ACTIVE. The following snapshot shows the user state has now changed to ACTIVE.


Figure 7iNew Tenant User State



  1. User States are discussed in a following section - Tenant Users: State.

A description of the fields in the User Details page is provided in the table below.

Table 10: “Add New User”: User Details

Field Name

Description

User Details:


User Type

Native User is the default value: Details of the users are kept in AE-DB. User authentication done by AE. 

User Type: LDAP cannot be created by System Administrators.

First Name

Specify user’s first name.

Tenant Admin cannot add, remove, and delete tenants. Only Users can be added or deleted. This field is Mandatory.

Last Name

Specify user’s last name. This field is Mandatory. 

Email Id

Specify user’s email Id. This field is Mandatory.

Username

Specify user’s username. This field is Mandatory.

Password

Specify user’s password. This field is Mandatory.

Force Change Password

When selected, the system forces the user to change the password on next login.

Role

Select from the following:

  1. Tenant Admin (ROLE_TENANT_ADMIN)
  2. Tenant User (ROLE_TENANT_USER)
  3. User Admin (ROLE_USER_ADMIN)
  4. Workflow Admin (ROLE_WORKFLOW_ADMIN)
  5. Agent Admin (ROLE_AGENT_ADMIN)
  6. Activity Monitor (ROLE_MONITORING)

Buttons:


Create button

Click tcreate a Tenant User.

Cancel button

Click to cancel the process of adding new tenant




Tenant Users: Search

To search tenant users:

  1. Click Users menu and Tenant Users sub-menu. A list of all tenants appears in tabular format as seen in the figure below. The column descriptions are provided in table below. 
  2. Enter a search string in the Search Users field to filter the records. 


Figure 7j: Tenant Users


Table 11: Tenant List Column Description

Field Name


Description

Tenant

Displays tenant username.

Username

Displays tenant user username.

Role


First Name

Displays tenant user first name.

Last Name

Displays tenant user last name.

Created 

Displays tenant user creation date.

Last Updated 

Displays tenant user last updated date.

State

Displays tenant user state. The possible tenant user states are – UNVERIFIED, ACTIVE, LOCKED, DORMANT, DISABLED, DELETED and ENABLED.

The various states and their inter-relationships are described in the section below.

Actions






Edit ()

Click to edit tenant user details. This Action is always visible.


Delete ()

Click to delete tenant user. This Action is always visible.







Tenant User: Advanced Search

The following steps demonstrated Advanced Search,

  1. Click Users menu and Tenant Users sub-menu.
  2. Click Advanced Search. 
  3. Search for the specific tenant user using advanced search filter options. Click SearchField descriptions for advanced search filter options are provided below. 


Figure 7kAdvanced Search on Tenant User


  1. Select a column on which you wish to place filter criteria as shown below.


Figure 7lSelect Column for filter condition


  1. Select a Comparator from the drop down list.  

Figure 7mSelect Comparator



  1. Provide a value to compare the column (in this case Username) with.


Figure 7nSelect value for comparison


  1. The filter criterion is added as shown below.  

Figure 7oFilter Condition added



  1. You may add more filter criteria. You may also clear filters.


Advanced search filter options for Tenant users are explained below. They are available for Username, first name, last name, created date and last updated date.


Table 12: Advanced Search Options by Name

Advanced Search by name(Username, First Name, Last Name):

Dropdown Field

                 Description

Equal To

To search entries matching to the entered text.

Not Equal To

To search entries not matching to the entered text.

Like

To search tenant name containing the entered text.

Begins With

To search tenant name that begins with the entered text.

Ends With

To search tenant name that ends with the entered text.


Table 13: Advanced Search Options by Date

Advanced Search by date(for created date, last updated date)

Dropdown Field

Description

Exact Date

To search entries by the exact entered date.

Before

To search entries before the entered date.

After

To search entries after the entered date.

In Between 

To search entries in between the entered dates.

Not In Between

To search entries not in between the entered dates.


Tenant Users: State

In this section we discuss User States.

  1. User State Possible Values

The possible values for User Account State are as follows, 

  1. Unverified

As soon as a user account is created it goes into UNVERIFIED state. When user try to login for the first time dormancy check will be applied and if account happens to be dormant, then account state changes to DISABLED otherwise ACTIVE. 

  1. Active

User performs normally when in this state.

  1. Locked

A user may be locked on crossing the max Number of Attempts for unsuccessful login set in the SettingsSysadmin Policy/Tenant Policy menu. The schedules configured by the locked user may continue to run.

  1. Dormant

If an account has had no activity for a long period of time, then the account is marked as dormant. A dormant account is automatically disabled. The Dormancy Period (In months) is set in the SettingsSysadmin Policy menu.

  1. Disabled

A user can be manually disabled. If a user is disabled, their schedules get automatically disabled. A display message to show this warning is shown in the confirmation box for disabling user.

  1. Deleted

A User Account is in DELETED state when an Administrator deletes the account. The User is soft deleted (Disabled in background). This state is not displayed on the UI.

  1. Enabled

A user can go to enabled state from disabled, dormant or locked state; but user is yet to login. Once the user logs in the state changes from Enabled to Active.





















  1. User States Inter relationships

The inter relationship between User States is depicted in the diagram below,


Figure 7pUser State interrelationship



  1. User State – Login behavior

Additionally, to complement the User State inter relationship diagram above, the following diagram shows the Login behavior of Users with in States. The diagram depicts the different user states. 

  1. If user is in Active State upon login it goes to the AutomationEdge UI Landing page.
  2. If user is in Enabled or Unverified state upon login it is marked as Active and goes to AutomationEdge UI Landing page.
  3. If user is in Locked, Disabled, Dormant or Deleted state upon login a generic failure message is displayed.

  

Figure 7qUser Login Activity





  1. User States – Visual Depiction
  1. AE Tenant Users menu is seen in the snapshot below with different users in LOCKED, ACTIVE, DISABLED, ENABLED states.
  2. To change the State of any user click on the State link in the State column below and perform further actions. The steps to change State are discussed in the next section.

 

Figure 7rDepiction of several User States


Unlock User

Locked, Dormant or Disabled tenant users can be Enabled.  

Tenant Administrator Users can be unlocked by the System Administrator user. Tenant Users can be unlocked by System Administrators or Tenant Administrators.

Following are the steps to unlock a tenant user.

  1. Navigate to UsersTenant Users menu.
  2. In the state column click the LOCKED/DORMANT/DISABLED link corresponding to the tenant user you wish to enableIn this case we will enable tenant1user.


Figure 7sUnlock Tenant User

  1. A Select Action pop-up appears. 


Figure 7t: Confirm New Password Screen


  1. Locked users can be unlocked or disabled as seen in the drop down list.

Figure 7u: Select operation on locked user









  1. Since Unlock is the purpose of this section Unlock User is selected as seen below.


Figure 7v: Select Action Unlock User


  1. An Unlock User pop-up appears. 
  2. Provide the new Password and Confirm Password as seen below.  

Figure 7wProvide and confirm New Password



  1. User ENABLED successfully message appears. As you can see in the snapshot below the icon next to tenant1admin shows that it is unlocked.

 

 Figure 7xUser Account unlocked message



  1. You may now login with tenant1admin with the newly set password. 


Figure 7yLogin with new Tenant User








  1. The first time you login, it forces you to change the password as shown below. 


Figure 7z: Change New Password on first Login


  1. Once you change password user state is changed to Enabled. Login with the new password. 

Figure 7aa: Login Screen 


  1. Upon login user state changes to Active.
  2. Once again navigate to the Tenant Users menu of System Administrator. 
  3. You can now see that tenant1user is Active.


Figure 7abtenant1user State is Active


  1. We saw how a Locked user goes to Enabled state and then Active State after login. This completes the process of unlocking a user account.



Disable/Delete User

System Administrators can manually Disable/Delete Active Tenant Administrators as well as Tenant Users. Tenant Administrator Users can be Disabled/Deleted by the System Administrator user. Tenant Users can be Disabled/Deleted by System Administrators or Tenant Administrators.

Following are the steps to Disable/Delete a tenant user.

  1. Navigate to UsersTenant Users menu.
  2. In the state column click the ACTIVE link corresponding to the tenant user you wish to Disable/DeleteIn this case we will Disable/Delete tenant1user.


Figure 7acDisable/Delete Tenant User


  1. A Disable User pop-up appears. You may click Disable button to disable the user.


Figure 7adDisable User



  1. In addition if Delete this user checkbox is enabled, you need to provide a period in months when the user will be deleted. This is a soft delete. Once account is deleted it cannot be restored. Deleted state is not displayed on UI. 


Figure 7ae: Delete User


  1. In this case we will leave Delete this user unchecked. 


Figure 7afDisable-Delete User




  1. User account Disabled successfully message appears. As you can see in the snapshot below the icon next to tenant1admin shows that user state is Disabled.
  2. Figure 7ag: User Account Disabled message


  1. Once again navigate to the Tenant Users menu of System Administrator. 
  2. You can now see that tenant1user is Disabled.


Figure 7ahtenant1user State Disabled


  1. This completes the process of disabling a user account.
  2. Let us go to the second scenario where we shall check the Delete this user checkbox. 
  3. If Delete this user checkbox is enabled, you need to provide a period in months when the user will be deleted (soft delete). Click Disable. 

Figure 7aiProvide and confirm New Password


  1. A message appears showing user disabled successfully.   

Figure 7ajUser State


  1. This completes the process of Disable/Delete user. 



Tenant Users: Edit

To edit the tenant user details:

  1. Click Users menu and Tenants Users sub-menu
  2. View the list of tenants.
  3. Click the Edit icon () corresponding to the tenant user you wish to edit.   


Figure 7ak: Editing Tenant User’s Details


  1. If you want the user to change the password after the first login, check the Force Change Password checkbox.
  2. Click Save to save the edited details


Figure 7al: Saving a Tenant User’s Details



  1. User updated successfully message displays.


Figure 7amUser updated successfully message 



Tenant Users: Delete

To delete a Tenant User:

  1. Click Users menu and Tenant Users sub-menu.
  2. Click the Delete icon ( ) corresponding to the tenant user you wish to delete.  

Figure 7am: Deleting a Tenant User





  1. Click Delete.


Figure 7ao: Confirming Deletion


  1. User deleted successfully message displays. 

Figure 7ap: User Deleted






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