Manage Users

This section is applicable for administrators/account managers or users with additional permissions.

After creating users and assigning licenses to the users of your organization in the Platform, you must assign roles and permissions to them. By assigning roles and permissions, you enable users to perform different tasks in the Eshare and Control Panel.

Note: A user must activate the account for the administrator to assign additional roles and permissions to that user.

Perform the following steps to assign a new role, override the default role assigned to users, or change the permissions of users:

1. Sign in to the Process Runner Cloud URL for your organization. The Users page appears with a list of Total users, Active users, and Inactive users created for your organization. For active users, the default and custom roles assigned to a user appear as labels against their name.

   

2. In the Users page, perform the following:
   • To assign a new role, to override the default role, or to change the permissions of a user:
     1. Select the user. A dialog with the user's details appears. The Email address and Display Name fields are populated from the user details entered in the Platform.

        Note: You can use the Filter Users feature to filter the users from the list.

     2. On the Select role drop-down list, perform any of the following:
        1. Select additional Default Roles for users with NoLicUserRole or StdUserRole.
        2. Override the default role assigned to a user from the Platform.
        3. Select custom roles for a user if already available.
     3. In the Permission section, select either Run Only or Designer permission.

        Note: A user is assigned Run only permission by default.

     4. Select Update. The role and permission are assigned to the user.
   • To assign new roles, to override the default roles, or to change the permissions for multiple users:
     1. Select the checkboxes next to the relevant users. A drop-down list with the number of selected users appears on the left pane.

        Note: You can use the Filter Users feature to filter the users from the list.

     2. To assign or change roles of multiple users:
        1. In the drop-down list, select Change roles. The Change roles dialog appears.

           Note: You cannot change the roles of account managers or users with an administrator role in the Change roles dialog. For users with administrator role, change the role in the user's details dialog. Account managers should first switch roles in Platform.

           Note: If you select account managers, users with an administrator role and standard users, only the role details of standard users appear in the Change roles dialog.

        2. In the Change role dialog, perform any of the following:
           • From the Select new roles drop-down list, select the roles you want to assign for all selected users.
             • Optionally, select Select all to assign all the roles to all selected users.
           • From the Select new roles drop-down list next to an individual user’s name and current roles, select the roles you want to assign.
             • Optionally, Select Select all to assign all the roles to the selected user.
        3. Select Save changes. The roles are assigned to the users.
     3. To change the permissions of multiple users:
        1. In the drop-down list, select Change permission. The Change permission dialog appears.
        2. In the Change permission dialog, perform any of the following:
           • From the Select new permission drop-down list, select either Run only or Designer to assign permission to all selected users.
           • Select either Run only or Designer next to individual user’s names and current permission details.
        3. Select Save changes. The permissions are assigned to the users.

Assign Roles And Permissions In Bulk Using CSV

This section explains how to assign roles and permissions to users in bulk by using a CSV file. This process removes the need to assign roles and permissions manually.

Prerequisites

Create a CSV file with user details. You can use the Users Info Template.

• The Email Id must be unique.
• To assign multiple roles, use the | symbol.
• For read-only or designer permissions, use RO or DR respectively.

To assign roles and permissions using a CSV file,

1. On the Users page, select three vertical dots icon on the left pane.
2. From the drop-down list, select Set roles and permissions. The Open window appears.
3. Browse to the CSV file that contains user details such as Email Id, Role to Assign, and Permission, and then select Open. The roles and permissions are assigned to the users as specified in the CSV file.

Export User Details

This section describes how to export the details of the users in the Users page to a CSV file.

1. In the Users page, select the relevant users whose details you want to export.

   Note: You can use the Filter Users feature to filter the users from the list.

2. Select the three vertical dots icon on the left pane.

3. From the drop-down list, select Export Users. A CSV file is generated with the First name, Last name, Email ID, Roles, License type, License products and Status details of the selected users.

Filter Users

This section describes how to filter the users in the Users page.

1. In the Users page, select Filters on the left pane. A drop-down list appears and you can filter users by Products, Roles, or Permission type.
2. Select the check-boxes next to Products, Roles, or Permission type that you want to filter. The number of filter selections is indicated in the Filters label.
3. Optionally, select the check-boxes again to clear the selection, or select Clear to clear all filter selections.
4. Select Done. The details of users filtered appear in the Users page.