Users are maintained primarily from Administration > Users. The Users menu includes Summary, List All, Clone, Search, User Defined Fields, and User ID Maintenance sub-menu options. Users with Sys Admin, Can access and maintain Administration functions or Allowed Read Only access to Administration information permissions may access these options, however, those with Read Only access will not be able to add, edit or delete information.
An overview of current users is available from Administration > Users > Summary. This will open the User Summary screen.
From here, you may click on the number next to a specific summary item to open the item’s User Summary List. You may click on a column heading to sort the User Summary List by a column’s values. You may click on a user ID to view the user’s record. You may use the edit or del links next to a user ID to edit or delete the user.
A list of all existing users and user templates is available from Administration > Users > List All. This will open the List All Users screen, allowing you to page through a complete list of all user accounts.
From here, you may select a Search On option, enter a search value and click Search to filter/search the list. The list will re-populate with users/templates matching the criteria. You may use the previous and next buttons to page through the list. You may click on a column heading to sort the list by the column’s values. You may click on a user ID to view the user’s record. You may use the edit or del links next to a user ID to edit or delete the user.
Existing user records can be cloned from Administration > Users > Clone. This will open the Clone User screen.
Detailed user searches can be performed from Administration > Users > Search. This will open the Search Users screen.
From here you may enter criteria, select an output option and click Search to perform an advanced search.
User search output options include: Brief List, Count Only, Detail to Excel and Email to User List. Brief List will display the search results in a format similar to the List All Users screen – where user records may be viewed, edited and/or deleted. Count Only will display only the total number of users in the search results. Detail to Excel will export the search results to Excel. Email to User List will open a screen where you can compose and send an email message to users with an email address in their record based on the search results.
If using the Surveys Module, your output options will also include the Email Survey Invitations User List. This option will open a screen where you can compose and send an email message that includes a survey invitation to users with an email address in their record based on the search results.
User Defined Fields
If using one or more table-driven user-defined fields in your user records, your administration options will also include Administration > Users > User Defined Fields. This is where the drop-down values for these fields are maintained. Within the User Defined Fields sub-menu, select the option that corresponds to a field’s label to maintain its values. This will open the List screen.
From here, you may select the Add option that appears below the field’s sub-menu option to add a new value to the field. You may use the edit or del links next to an existing value to edit or delete the value.
User ID Maintenance
The User ID field is protected during routine user record edits as it is used by many other records throughout the system. This utility offers two options that allow you to update a User ID.
If a user has been duplicated and you would like to merge two records with different User IDs into one record, choose the Merge Duplicate Users option. Enter the User ID for the user you wish to keep as the primary user. This User ID will be used to replace all occurrences of the secondary User ID, effectively transferring all of their records to the primary User. While all records such as issue submissions and assignments will be transferred to the primary user, the user records themselves will not be modified. If you wish to delete the secondary user record after the transfer, check the Delete after Processing option.
The Change User’s User ID option is more likely to be used if an employee has a name change or if the User ID was entered incorrectly. In this case, all records containing the old value will be updated to the new User ID value. The user record is then updated with the new User ID value.