Users & Groups

Users Management

New users can be created using Add New and choosing New User in the self service menu. Existing users can be update selecting Users & Groups Management / Users Management menu and selecting the record to manage from the list. Access to users creation and administration is limited to users having administrative role (see later).

Users shall be activated (in status "Active") to be operational. In other statuses, users are not active (they cannot login into Easyboards®) nor they are counted as licensed users.

Users information are organized in five sections:

• Tracking
• Identification
• Details
• Process Settings
• Password Management

The table below reports the fields and a short description of them:

Section	Field	Description
Tracking	Code	Unique user identifier, automatically created by the system.
Tracking	Project/Service	Environment identifier, corresponding to the organization owner of Easyboards® subscription and automatically managed by the system.
Identification	Ticket Type	Record type identifier, automatically managed by the system.
Identification	Ticket Op Status	Status of the user. Possible statuses are "Inactive" (when initially created) or Active.
Details	Name	Name of the user.
Details	Surname	Surname of the user
Details	Username	Login name used to access Easyboards®.
Details	Email	Email of the user.
Details	Admin	This field may have two possible values "Yes" or "No". If set to "Yes" the user has administrative privileges and can perform special tasks such as users and groups administration but also manage settings.
Details	Language	The application interface language set for the user. Supported languages are currently "English", "French" and "Italian". "Spanish" will come next.
Process Settings	Board Creator	If set to "Yes", it enables the user to create new Board.
Process Settings	Knowledge Item Creator	If set to "Yes", it enables the user to create new knowledge items.
Password Management	New Password, Old Password, Confirm New Password	These fields work together, enter a new password in New Password, enter the previous password in Old Password, confirm the new password in Confirm New Password and press CHANGE PASSWORD to change the user password.

Note that when the environment is initially created, a user with administrative role is created and activated using subscription information. The access credentials of this user are sent by mail.

For more information on how to manage the user record, visit records management.

Groups Management

Users & Groups Management / Add Group menu item lists the available groups and allows to manage groups (create, modify, delete). Only users with administrative privileges have the rights to perform group management.

When a Easyboards® environment is created, a set of default groups are generated. They are:

Group	Description
<organization> - AUD	Designed to include the auditors users.

In the table above, <organization> is to be replaced with the name of the organization used for Easyboards® subscription.

Note that groups are only collections of users and that actual privileges are defined in process records (e.g. board creator) by assigning a group to one of the available profiles (see process guides).

The pre configured groups cannot be deleted but they can be renamed and modified in terms of belonging members.

If Board process defined at Company level required the implementation of others roles, the Administrator can define all the other necessary Groups,to make the standard process complaint the company one using the Add New function

Add group

Users & Groups Management / Add Group menu item enables to create a new group.

The table below reports the fields belonging to a group and a short description of them:

Section	Field	Description
General	Name	The name of the group.
General	Description	A description for the group (e.g. its purpose).
General	Default	Non editable, automatically managed by Easyboards®.
General	Status	Non editable, automatically managed by Easyboards®.
Members	Code	The user identifier of the member, not editable and automatically managed by Easyboards®.
Members	Full Name	Surname and Name of the member, not editable here because assigned in user management.
Members	User Login	Login identifier of the member, not editable here because assigned in user management.
Members	Group Manager	Used to identify and mark if the member of the group is the manager of the group. Actually, the manager will have the same privileges as the members.
Members	Type	Field not used.
Members	Status	Status of the member, not editable here because modified in user management.
Members	VIP Type	Field not used.

In the General form, use SAVE or SAVE&EXIT to update the group. Use DELETE to delete a group.

In the Members form see the figure below for the available commands.

Groups management controls and commands.

Modify group

Use Users & Groups Management / Groups Management menu item to see the list of available groups and click on the one to update. Modify using the features and commands described above in Add group.