Manage Users

You can add a user and assign the user to various user groups later. When you are adding a user, you can also perform tasks such as assigning a user role and configuring the out of office details.

The default columns that appear in the Users window are as follows:

• Active: Indicates whether the user is active. This column is not available in the User Account Waiting for Approval page.
• User ID: Indicates the identifier of the user.
• User Name: Indicates the Windows user ID of the user.
• Display Name: Indicates the display name of the user.
• Member of Group: Displays the default group assigned to the user.
• User Roles: Displays the default user role assigned to the user.
• Email ID: Displays the email address of the user.
• Do Not Ask for Password: Indicates if the password is required for the user.
• Last Changed By: Indicates the user who last updated the user details.
• Last Changed On: Indicates the date and time when the user details were last updated.
• Check Out By: Indicates the name of the user who is editing the user details.
• Last Access On: Indicates the date and time when the user last accessed Easy Workflow.

Some of the additional columns that can be displayed in the Users window are as follows:

• CheckOutMachineName: Indicates the computer name from which the user details are being edited.
• Last Access From: Indicates the source from which the user last accessed Easy Workflow.

You can use the Export to Excel option to export the details about the users, such as when and who last updated the user, to an Excel workbook. You can use the Show Filter Row option to filter data by entering text in a column and the Show Find Panel option, which is available when you right-click a column header, to search for text in the Users window. Also, you can right-click the column header and customize the columns that appear in the Users window using the Column Chooser or Hide This Column options.

Add or Edit Users

This topic describes how to add or edit a user in Easy Workflow Cockpit. You can add one user or multiple users from your Active Directory simultaneously to Easy Workflow.

To add a single user or multiple users or edit a user,

1. In Easy Workflow Cockpit, select Manage > Users. The Users window appears.
2. Select Add. The Single and Multiple options are displayed.
3. To add one user at a time, select Single. The Manage User window is displayed.
4. To add multiple users from your Active Directory simultaneously, select Multiple. The Add Multiple User window is displayed.

   

   1. Enter domain name in the Domain box.
   2. Depending upon whether you want to search by a user or user group, select User or Group in Search In box.
   3. If you have selected User, perform the following steps:
      1. If you are searching for a specific user, enter the name of the user, and then select Search. The Windows Credentials window is displayed.

      Note: If you have not entered the name of the user, but selected Search, an alert is displayed to let you know that fetching all the users from Active Directory will take time.

      2. Enter your domain credentials, which is retained until you select Close in the Add Multiple User window, and select OK. The user is displayed.
   4. If you have selected Group, perform the following steps if you know the name of the group:
      1. Enter the name of the group in the box, and then select Search. The Windows Credentials window is displayed.
      2. Enter your domain credentials, which is retained until you select Close in the Add Multiple User window, and select OK. The users in the user group are displayed.
   5. If you have selected Group, perform the following steps if you do not know the name of the group:
      1. Select Search. The Windows Credentials window is displayed.
      2. Enter your domain credentials, which is retained until you select Close in the Add Multiple User window, and select OK. The user groups available in your Active Directory are displayed.
      3. Select the group from the dropdown menu, and select Search. The users in the user group are displayed.
   6. Select the users you want to add, and optionally update the default user group and user role of the user.
   7. Select Add, and select Yes in the Information dialog box. The Users page is displayed with the users added.

   Note: You can edit the details for each user in the Manage User window.

5. On the User Details tab, perform the following steps.
   1. To make the user inactive, clear Active. By default, this option is selected if the number of users that you have added does not exceed the number of valid licenses.
   2. If you have not added the user from your Active Directory, in Windows User Id, enter the Windows domain user name of the Process Runner Excel Add-in user who can work with the workflow items and log on to Easy Workflow Cockpit. Optionally, select the Validate User ID icon to check if the user name exists in the current Active Directory domain service.  
   3. If you have not added the user from your Active Directory, in Display Name, enter the display name for the user.
   4. If you do not want the user to enter the password to log in to Easy Workflow Cockpit, select Do not ask password for Cockpit.
   5. In Email ID, enter the user's email ID for the notifications and in Alternative Email ID, enter the alternative email address that will be used for two-factor validation.
   6. Select Can Manage Custom Tables and select the tables that the user can manage in the Manage Custom Tables Right for [WindowsUserID] window.

      

   7. Optionally, select Do not send emails to me. The user will not receive any mails related to workflow.
6. On the User Roles tab, perform the following steps.
   1. On the Roles tab, select the role that must be assigned to the user and optionally select the info icon in the Role Details column to view the role details.

      

   2. On the Can start Workflow tab, select the workflows that the user can start. You cannot disable the workflows that are already assigned based on the user's user role. However, you can assign additional workflows specifically for the user.

      

   3. On the Can see Workitems of Other Users tab, select the workflows whose workflow items will be visible to the user. You cannot disable the workflows that are already assigned based on the user's user role. However, you can assign additional workflows specifically for the user.

      

   Note: You can use the Export option available on the Roles, Can Start Workflow, and Can see Workitems of Other Users tabs to export the role and workflow details of the user to an Excel workbook.

7. On the Member Of tab, select the user groups that the user must be part of.

   Note: You can use the Export option to export the user group details of the user to an Excel workbook.

8. On the Out of Office Details tab, perform the following steps:
   1. If you are not certain when the user will be back in office, select Activate Out of Office. The options under the Out of Office Details tab are enabled.
   2. If you have the information about the period during which the user will be out of office, select Set Out of Office Time Period, and then specify the From Date and To Date values.
   3. In Substitute User, select the substitute user who will be responsible for the workflow-related activities during the user's absence.
   4. In Send Email to Substitute User section, depending upon your requirement, select the following options:
      • When I'm the only user on the step: Indicates that an email is sent to the substitute user when the out-of-office user is the only user who is assigned a workflow step.
      • When I'm part of the group on the step: Indicates that an email is sent to the substitute user when the out-of-office user is part of a group that is assigned a workflow step.
   5. If you do not want the out-of-office user to receive email notifications when he is out of office, select Disable email notification during Out of Office.

   Note: If you select this option without selecting Set Out of Office TimePeriod, then the out-of-office user will not get any email notifications until you manually clear the Activate Out of Office option. However, if you have specified the out-of-office period, then the out-of-office user will start getting the email notifications after the period has elapsed.

   6. Optionally, in the Internal Note box, type the message that will be displayed only to the Easy Workflow Administrator or to any user who has the Can manage Users, User Groups and User Roles option selected in their user role.

      

9. Select Save. The user is added.
10. Optionally, select Refresh. The list of users is refreshed.

Copy Users

This topic describes how to copy a user in Easy Workflow Cockpit. You might want to copy an already defined user, which will present the copied user with an identical initial profile. You can then modify the copied user, if required.

To copy a user,

1. In Easy Workflow Cockpit, select Manage > Users. The Users window appears.
2. Select the user that you want to copy and select Copy. The Copy User Settings window appears.
3. Optionally, edit the options such as the value for display name or the email ID for the copied user.
4. Select Copy User. The user is copied. However, the out-of-office details are not copied to the user.

   

Delete Users

This topic describes how to delete a user in Easy Workflow Cockpit.

To delete a user,

1. In Easy Workflow Cockpit, select Manage > Users. The Users window appears.
2. Select the user that you want to delete and select Delete.
3. If the user is assigned to a workflow definition or an active work item, perform the following steps in the User Validation window.
   1. Select Show Detail. The workflow or the workflow item assigned to this user is displayed.
   2. Select OK.
   3. Remove the user from the workflow definition or complete, terminate, or reassign the work item assigned to the user, and then delete the user. The user is deleted.

   

4. If the user is not assigned to any workflow definition or an active workflow item, select Yes in the User deletion confirmation window. The user is deleted.

Configure User Settings

This topic describes how to set the default user settings for a new user.

To configure user settings,

1. In Easy Workflow Cockpit, select Manage > Users. The Users window appears.
2. Select User Setting. The User Setting window appears.

   

3. In Registration Type, select one of the following options:
   • Automatic: Indicates that the new user is created automatically with default group and default allowed actions and a notification email is sent to the email ID provided in Notification Email ID box.
   • Manual: Indicates that the new user will be created after the user whose email ID is provided in Approval Email ID approves.
4. Depending upon whether you have selected Automatic or Manual, enter the email ID in Notification Email ID or Approval Email ID. The notification email or the approval request email is sent when a new user is created.
5. In Default Group/Allowed Roles for new users > Member of Group, select the groups to which the new users must be added. By default, the user is added to Other user group.
6. In Default Group/Allowed Roles for new users > Allowed Roles, select the role to which the new users must be assigned. By default, the user is added to Standard Role.

View User Accounts Waiting For Approval

This topic describes how to use the User Account Waiting For Approval option to view the list of users waiting for approval by the Administrator. This waiting user list is populated when user registration settings are set to manual.

To view the users waiting for approval

1. In Easy Workflow Cockpit, select Manage > Users. The Users window appears.
2. Select User Account Waiting for Approval. The User Account Waiting for Approval window appears.
3. Select the user to approve and select Approve. The selected user is approved.

   

4. Optionally, select Refresh. The user list is refreshed.
5. Optionally, select Delete. The user is deleted.