Setting up Automatic or Manual Registration

You can set up the Self-Registration feature so that new user accounts are created automatically or manually created by an existing SBM user.

The following guidelines apply to these settings:

• Select Automatic Registration to create user accounts with no interaction on the part of an existing SBM user. When a non-SBM user registers via the Self-Registration form, a new record is automatically added to the Contacts table and a new user account is automatically created depending on which option you select:

  • External Only

    A new user with External User product access is created (if an External user license is available) and the user is added to the group specified in Group for New External Users.

  • Auto External/Manual Occasional

    A new user with External User product access is created (if an External user license is available) and a new item is submitted into the project specified in Project for Registration Requests. An existing SBM user with the "Assign Contact External Access" privilege can edit the contact record on the primary item and either Revoke Login or Change Product Access and select Change to Occasional.

    Tip: This option is useful even if you do not use Occasional User licenses in SBM. Because a primary item is created in this scenario, a notification can be generated and sent, which enables the administrator to open the item and revoke access if necessary. This additional level of oversight might be useful in some cases.
  • Occasional Only

    A new user with Occasional User product access is created (if an Occasional user license is available) and the user is added to the group specified in Group for Occasional Users.

• Select Manual Registration to require an existing SBM user to complete the registration process for those who self-register. When a non-SBM user registers via the Self-Registration form, a record is automatically added to the Contacts table and a new primary item is submitted into the project that you select in Project for Registration Requests. This enables an existing SBM user to complete the registration. The process differs depending on which option you select:

  • External Only

    A new Contact record is created and an item is submitted into the project specified in Project for Registration Requests. An existing user with the "Assign Contact External Access" privilege can open the primary item, edit the Contact record, and then select Grant Login. In the dialog box that appears, the existing user enters a login ID and password, and then the new user is created with External User product access.

  • External/Occasional

    A new Contact record is created and an item is submitted into the project specified in Project for Registration Requests. An existing user with the "Assign Contact External Access" privilege can open the primary item, edit the Contact record, and then select Grant Login. In the dialog box that appears, the existing user enters a login ID and password, and then selects either External User or Occasional User. This grants the new user the selected product access, assuming an applicable license is available.

  • Occasional Only

    A new Contact record is created and an item is submitted into the project specified in Project for Registration Requests. An existing user with the "Assign Contact External Access" privilege can open the primary item, edit the Contact record, and then select Grant Login. In the dialog box that appears, the existing user enters a login ID and password, and then the new user is created with Occasional User product access.

  Note the following important information about using Manual Registration:

  • With Manual Registration, a project must be selected from the Project for Registration Requests drop-down list.
  • The Project for Registration Requests field is populated with projects that contain a Single-Relational Contact field). If you do not have a project with a Single-Relational Contact field, you must either use automatic registration instead or add a Contact field to one your existing projects and deploy your updated process app.
  • In your project, ensure that required fields have a default value set in order for the submission to work correctly.
  • The owner for primary items in the selected project should be an existing user who can create new user accounts. This can either be an administrator who has privileges to add users or a user who has been granted the "Assign Contact External Access" privilege. This privilege enables the existing user to select the "Grant Login" option from the Actions drop-down list when editing the Contact record.
  • If the new account is an external user, it is added to the group selected from the Group for New External Users drop-down list. If the new account is an occasional user, it is added to the group selected from the Group for Occasional Users drop-down list.