Users

This tab is used to define the individual users and groups of users (security groups) who will be working. If you already have users set up in an existing Microsoft Windows server or Lightweight Directory Access (LDAP) server, you can import them. A resource can also be created from the Resource Pool tab in the Resources module. This automatically creates a user in the Security tab. Resources created from the Resources module will need to be activated and assigned a license before they can be allocated or assigned.

Add

There are two ways to add users. You can import them from a directory service such as Microsoft Active Directory or Novell eDirectory. The other way to add users is one at a time from the Users tab of the Manage Users module.

To add a user
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.
  4. Click New.
  5. Under User Properties, enter the first and last name for the user, their user name and their email address.
  6. Leave the Distinguished Name field empty. If your organization is using a directory service to create user accounts, such as Microsoft Active Directory or Novell eDirectory, this field will contain the user's Lightweight Directory Access (LDAP) distinguished name. For example: cn=grant mclennan,ou=australia,dc=gobetweens,dc=com.
  7. From the Authentication Provider drop-down, select the provider that will be used when this user logs on. In Password, type the password for the user. Passwords are case-sensitive and must be at least four characters long; blank passwords are not allowed. You do not need to enter a password if your organization is using a directory service.
  8. Select Active to make this user available; only active users can access the application and/or be available for selection.
  9. Select Send Email Notifications to allow the user to receive notifications by email.
  10. Under Global/Administrative Roles, select the security roles to which you want to assign this user.
  11. Under Licenses, select the licenses to which this user is assigned. All users must have a license assigned to them.
  12. Click Save.

Assign to license

After you have created or imported a user, you must assign the user to a license and then assign the user to the applicable security roles and security groups. Users are assigned to licenses. Users should then be assigned to a security group before being assigned to a security role. Using a security group to assign groups of users to a security role can simply the tracking and management of permissions for users.

To assign a user to a license
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.
  4. Select a user.
  5. Under Licenses, select the check box next to each license you want to assign to the user. The license you assign the user to should be appropriate to the user's responsibilities in your organization.
  6. Click OK.

Delete

If the user is no longer needed, you can delete it. It is recommended that you inactivate a user instead of deleting it.

To delete a user
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.
  4. Select a user.
  5. Click Delete. Confirm. It is recommended that you inactivate users instead of deleting them.

Edit

Make your changes and then same them.

To edit a user
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.
  4. Make your changes.
  5. Click Save.

Import

You can import users from an existing network directory service, such as Microsoft Active Directory or Novell eDirectory. You must first set up the authentication provider, which determines which users and/or security groups will be imported. You can configure the authentication provider to be run periodically. When the authentication provider is re-run, only new or changed data will be imported. First name, last name, status, and email address are used to determine which users are new and/or have been changed. A user's username, password, domain, and authentication provider will remain unchanged.

To import users
  1. From the application toolbar, click Setup, and then select System Settings.
  2. In the Import Users dialog box, select the authentication provider from which you are importing.
  3. The Import Users dialog box displays your authentication provider settings as read-only.
  4. Type the following in the Name and Password boxes: If the authentication provider you selected uses the Application authentication type, type the database user name and password in the corresponding boxes. If the authentication provider you selected uses the Microsoft Active Directory authentication type, type the domain user name (such as user name), a qualified domain name (such as domain/username), or a full distinguished name (such as cn=username,ou=pretend, dc=domain, dc=com) and password in the corresponding boxes. If the authentication provider you selected uses the Novell eDirectory authentication type, type a full distinguished name and password in the corresponding boxes.
  5. Click Import. When users are imported, their user name and password are lowercase. When the import completes, click OK. If the import returns an error, check the authentication provider to ensure it is configured properly. Also ensure that the user context running the import has sufficient rights on the directory services server. If the user context does not have sufficient rights, the query will return null strings for those parts of the query the user cannot access. Once you have imported the users and groups, you can edit their information on the Users tab and Groups tab in the Security.

Inactivate

If the user is no longer needed, you can inactivate it.

To inactivate a user
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.
  4. Select the name of the user you want to inactivate.
  5. De-select Active.
  6. Click Save.

View

Users can be viewed from the Users tab in the Manage Users module.

To view a user
  1. From the application toolbar, click Setup, and then select Manage Users.
  2. Select the Security tab.
  3. Select the Users tab.