Users

When creating a new user, the system sends an email to the user with the user name and a link to the login page. The first time users log in, they must enter a username and password.

Add a User (video demo, 1 min)

1. On the top menu bar, click System Management ( ) > Administration > General > Users

2. On the User Summary page, in the left column, click the link for the kind of user you want to add:

   Add an Email User

   Add an Online User

   Add a Reference User

3. On the Add a User page, fill in the fields. See Modify Users, below, for the fields for each type of user:

   Email User

   Online User

   Reference User

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, in the Name column, click the user

3. On the User Detail page, Click Modify this User

4. On the Modify User page, modify the fields, as below

Email Only User

1. On the Add or Modify User page, fill in the fields:

   User Information

    

   Field	Description
   First Name	The first name of the user
   Last Name	The last name of the user

    

   Positive Response

    

   Field	Description
   Callback number	The callback number of the member or locator

    

   Email Information

    

   Email	Description
   Pager	Email address of user's pager
   Primary	User's most important or preferred email address to receive tickets from you. If unknown, contact the user
   Secondary	User's backup or less important email address
   Ticket Assignment Profile	Choose the ticket assignment profile. See Ticket Assigned Notifications

    

2. Click Add

 

Online User

1. On the Add or Modify page, fill in the fields:

   User Information

   Some fields need explanation.

   Field	Description
   Allow Password Expiration	Checked: Set the number of days until the password expires (users with expired passwords are required to change them) Unchecked: Password never expires
   Allow to be Auto-disabled	Checked: Use can be automatically disabled (lose access to the system) if they have not logged in after a number of days. The number of days is set by your system administrator
   Employee ID (Optional)	The unique identifier for the employee
   Enable Multi-Factor Authentication	Multi-Factor Authentication requires users to enter a temporary code in addition to their password to access the system. The temporary code is generated by the system and is valid for 24 hours and can be sent to the user via email or SMS text message. Email: The user email to which the temporary code is sent SMS: The system sends the SMS text message containing the temporary code to the user's Callback number
   Bypass SAML Login	Checked: User can login in with Irth username and password, instead of SAML username and password (SAML is used to allow single sign on to multiple systems with the SAML username and password)
   Draft Form Test User	Checked: Puts the system in Test Mode, which allows items to be created from a draft form. Such items are deleted by the system when the form is published. This feature is used to test draft forms before they are published
   First Name	The first name of the user
   Last Name	The last name of the user
   SAML Username	The SAML username required to log in to the system if using SAML. (SAML is used to allow single sign on to multiple systems with the SAML username and password)
   Supervisor	The user's supervisor (the manager the user reports to)
   Ticket Management User	User has permission to use ticket features. Adds Ticket Manager Options section above Email Information section, below
   Time Zone	The time zone where the user works
   User Name	The user name is used to log in to the system (in combination with a password)
   Work Item Management User	User has permission to use work item features

    

   Groups

   The list of groups is determined by your package permissions. For more details, see Groups

   1. Find groups: Search within columns or use the page links at the bottom of the list
   2. Check the groups you want to assign the user to

    

   Qualification (Optional)

   1. In the Qualification dropdown list, choose the qualification
   2. In the Expiration box or calendar, choose the date the qualification expires
   3. Click Add

    

   Ticket Manager Options

    

   Field	Description
   Callback number	The callback number of the member or locator. Also used for multi-factor authentication
   Ticket Assignment Profile	The ticket assignment profile from Ticket Assigned Notifications

    

   Email Information

    

   Email	Description
   Pager	Email address of user's pager
   Primary	User's most important or preferred email address to receive tickets from you. If unknown, contact the user
   Alternate	User's backup or less important email address

    

2. Click Add

 

Reference Only User

1. On the Add or Modify page, fill in the fields:

   User Information

    

   Field	Description
   First Name	The first name of the user
   Last Name	The last name of the user

    

   Positive Response

    

   Field	Description
   Callback number	The callback number of the member or locator

    

2. Click Add

 

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, click Enable/ Disable Users

3. On the Enable / Disable Users page:

   1. Find users: Search within columns, click column headings to sort, or use the page links at the bottom of the list
   2. Check the users you want
4. Click Enable or Disable

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, click Generate User Summary Report

3. On the Summary of Users window, in the Group dropdown list, choose the groups

4. Click View Report. Result: The report appears

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, click Include / Exclude Disabled Users. Result: The User Summary page reloads with the appropriate users

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, in the Name column, click the user

3. On the User Detail page, Click Reset Password for this User

4. On the Reset Password page, click Reset. Result: The system sends the user an email with a link they click to change their password

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, in the Name column, click the user

3. On the User Detail page, Click Select Folders for this User

4. On the Select Folders page, check the boxes for the folders the user can use
5. Click Save

Time off is scheduled in days, hours, and minutes, but the system displays time off in days on the User Detail page. See User Schedule.

The User Detail page is also available from User Schedule page (see User Schedule > Schedule Time Off)

1. On the top menu bar, click System Management ( ) > Administration > General > Users
2. On the User Summary page, in the Name column, click the user

3. On the User Detail page, under Scheduled Time Off, click [n] Days. Result: The User Schedule Details page appears

   Schedule Time Off

   1. On the User Schedule Details page, in the Scheduled Time Off section, click +Add Time Off. Result: The Schedule Time Off window appears

   2. Fill in the Time Off fields:

       

      Filter	Description
      End Date	The date the time off period ends
      Reassign All New Items To	The user to whom new items are assigned during this user's time off period. This option only affects items that are new after the time off period starts
      Reassign Open Items To	The user to whom open items are assigned during this user's time off period. This option affects items that were open before the time off period
      Start Date	The date the time off period starts

       

   3. Click Save. Result: The Schedule Time Off window closes
   Delete Time Off

   1. On the User Schedule Details page, in the Scheduled Time Off section, in the row for the time off period, click Delete ( )

    

    

4. Click Save