How do I create a user account?
If you have a Super admin account type, you can manually create user accounts for other individuals by going to Administration / Users from the main left hand menu. Clicking Users will take you to the Users list.
At the top of the page you will find the + Create button. Click this and the Create user page will open.
The first thing you need to decide is what type of account this User will need. User account type is mandatory, as denoted by the red asterisk *.
User account types
1-time completion - Users with this account type do not login. They are able to complete tasks from links in email notifications sent to them following task assignment. This account type is suitable for users who are rarely asked to complete a task and who are not required to interact with records.
Once created, the Status of this user account immediately becomes Active.
Internal - these are Users who are part of your own organisation. They will work with records and tasks and therefore will probably be a member of one or more user groups and be given object class and/or record permissions.
It is worth noting at this point that users who are created via Single sign-on will always be given an Internal account type.
External - these Users are individuals who are not part of your organisation but rather from third parties such as your clients, suppliers, etc. They may require record permissions in order to access a defined set of records or they may have no permissions but will simply have access to the tasks assigned to them.
Config admin - these users will be "internal" Users rather than from third parties. However, they require a role to allow them to access certain areas under the System configuration and Administration sections of the main navigation menu. They may have a Business Analyst or Implementation Specialist role within the organisation and be responsible for configuring your data model, tasks and sequence workflows.
Roles
| When this User account type is selected, a section called Roles is displayed. Click into the field and select the required Role. If you have numerous Roles, start typing the name of the Role and the list will filter. |
Super admin - this account type should only be given sparingly to users who require all possible permissions. Because this happens automatically, these users do not require a role. In addition, they do not need to be given any object class, record or user group permissions. However, you may have a need to add them to a user group, possibly for task assignment or messaging. Users with this account type are the only people who have access to Users and Roles. However, they cannot edit their own user account type.
The Super admin account type is required for the following:
- configuration of the Landing page
- configuration of Outbound mail setup
- configuration of the Theme
Username
A user's email address is their Username, therefore this field includes an instruction that it must be a valid email. Each user must be set up with a unique email address. If you try to create a new user with an existing email address you will see this error message:
| If you enter an unrecognised format, the error will be as follows: |
Password
This field is not editable. The password cannot be edited by any user.
| If a User wishes to change their account password they must do this from the "My account" link in the top right hand corner of the page under their name. |
Users with an Internal, External, Config admin or Super admin account type will receive an activation email either on creation of their account or at a later date, if that option is chosen. This email has a unique URL which will take the user to the account activation page. Here they will need to provide a password.
Personal Information
In this section, the new User's First and Last names are mandatory, with the other fields being optional. It is useful to include the "Company name" for external Users.
| The information entered in this section is shown when the User's Avatar is clicked on, wherever it appears in the system. |
When you're done, click the Save button in the top right corner.
| A modal will be displayed asking whether you would like to send an activation email. If you simply wish to create the account but not let the User know, click "I'll do it later". If you would like the activation email to be sent immediately, click "Send email". |
Unless you have applied filtering or sorting to the list, the new user will be added to the top, and will be given a User ID number.
If you have the Status column on your Users list, you will see that the user has been Created.
Account statuses
There are three account statuses:
- Created - the user account has been created but not activated.
- Pending - the account activation email has been sent but the account is not activated.
- Active - the user has activated their account and logged in.
Helpful pointers
- The + Create button will be disabled when you reach the maximum number of Users allowed.
- The maximum number of Users allowed in your system is 1,000,000.
- Only users who have the Super admin account type will be able to create, edit and delete User accounts.
- The maximum number of Roles you can assign to a user with a Config admin account is 25.