User Management - Users¶
In the User Management > Users module, you can see all existing users.
You can add new users, edit them, and delete them. You should first read the sub-chapter Types of Users.
Privileges¶
To open and manage the User Management module, you require the Privileges User Management Open and User Management Administration.
Creating New Users¶
To create a new user, click the Create button.
If you have configured an Active Directory for the customer, when you click the Create button, you can select whether you want to create a local user or add a user from the Active Directory.
The user is automatically assigned to the Customer under which it was created.
Adding users from an Active Directory¶
If you want to add a user from an Active Directory, first enter at least one letter or a character string in the input field and then click the Search button.
The entered string is searched in all login names. It can appear in any position within the login name. The search is not case-sensitive.
The search returns a list of all users in the Active Directory whose login name contains the specified search string.
Select the name of the user you want to copy from the Active Directory and click Create.
The next view, Create a new user, is filled with the data from the Active Directory. All data except the Login Name and Password can be changed.
Entering the user data¶
In the Create a new User view, you can enter the user data and assign roles and privileges to the user.
User data¶
Image¶
Click the Select button to add an image or logo for the user or change an image.
In the Select uploaded image wizard, you can use drag and drop to adjust the blue gridlines on the screen, to determine which part of the image is displayed.
The edited image is then displayed in a circular frame.
The user's image is displayed in the overview of all users and on the process tile in the team of a process.
Login Name¶
Name for the user to log in to the X1 Server.
After the user is created, the Login Name can no longer be changed.
First Name¶
First name of the user
Last Name¶
Last name of the user
Title¶
Title of the user
Department¶
Department to which the user belongs
Phone Number¶
Phone number where the user can be reached at work
E-mail¶
E-mail address where the user can be reached at work
This e-mail address is also used to send notifications from the Process Management and Alerting modules.
An SMTP server must be configured if you want to send e-mails.
Time Zone¶
Time zone in which the user works
Password¶
Password the user uses for login
Confirm Password¶
Repeats and confirms the password the user uses for login
Language¶
Language in which the texts in the X1 Servers user interface are displayed.
English is the default setting.
The list of languages is displayed in the currently configured language.
Available / Assigned Roles¶
Roles that can be or have been assigned to the user.
The list on the left contains all available roles, while the right side contains all the roles that have already been assigned to the user. Click a role to assign it. The filter restricts the selection of roles to those that contain the entered text in their names.
Roles contain privileges, which are granted to the user assigned the role. These privileges are not displayed in the lower field. When a user is assigned a privilege in the lower field, the user retains that privilege even when all roles are deleted.
This selection field is not displayed for system users.
Available / Assigned Privileges¶
Privileges that can be or have been assigned to the user.
The list on the left contains all available privileges, while the right side contains all the Roles that have already been assigned to the user. Click a Role to assign it. The filter restricts the selection of roles to those that contain the entered text in their names.
This selection field is not displayed for system users.
X1 Design Studio Assignment¶
This button is only visible when you are using module-based licensing of the X1 Server. Under time-based licensing, every user is automatically authorized to use the X1 Design Studio.
For a user to be able to use the X1 Design Studio, you must assign the relevant authorization to the user here. To do this, click the X1 Design Studio Assignment button and set a checkmark for all users that are to have this authorization.
Clean up¶
This button is only visible if you have configured an Active Directory for the users of this Customer.
Click the Clean up button to remove users that no longer exist in the Active Directory from User Management.
After you confirm the deletion, all users that are no longer contained in the Active Directory are deleted from the X1 Server as well.
If a user that has been deleted from the Active Directory is entered on the X1 Server as the Project Owner or recipient of an alert, you are prompted to enter a successor for the deleted user. If a user was merely a team member of a process, it is deleted and removed from the team without any further prompts.
Display¶
You can choose between the tile and list view.
In the tile view, you also see a photo and the available Design Studio license, as well as any temporary deactivation of the user.
In the list view, you can sort the entries by individual columns and search for entries.
Menu¶
Assign Process¶
Click the Assign Process icon to see which processes the user already participates in. You can assign new processes to the user here and change the authorizations for all processes.
Assign Process
Select Process¶
You can assign new processes to the user with the Select Process selector. This adds the user in question to the process team.
All checkboxes are initially inactive for a newly added process. As a result, the user only has read authorization at first.
Process List¶
In the Processlist, you can grant authorizations for the individual phases of a process to a user by selecting and deselecting the corresponding checkboxes.
If the user is the Owner of a process, they automatically have all the authorizations for that process. In this case, the authorizations cannot be changed and are displayed in gray.
Use the Delete icon to delete a process from the user's process list.
If you have deleted a process, you can use Select Process to add it to the Processlist again.
Reset Password¶
Click the Reset Password icon to change the password of the user.
Reset password
Enter the new password twice in the Reset password window.
Deactivate / Activate¶
Click the Deactivate icon to deactivate the user.
Click the Activate icon to activate the user again.
A deactivated user can no longer log in to the X1 Server.
Edit¶
Click the Edit icon to change the user data. The same view opens as that described under Creating New Users.
Once assigned, a user's user name and password can no longer be changed.
If you added a user from the Active Directory to an existing local user, you can synchronize its data by clicking the Synchronize button. The local entries are then overwritten by the data from the Active Directory.
Don't forget to Save after synchronization.
Remove¶
Click the Remove icon to delete the user.
A user cannot be deleted if it is the Project Owner of a project.
Deleted users cannot be restored.
The name of the deleted user can be assigned again immediately.