User List
List of active and inactive users is available from the following places:
System Configuration > Users > Active/Inactive Users - displays global user list across all the sites
Site Configuration > Identity Providers and Users > Active Users/Inactive Users - displayed user list specific to the site(this section is decommissioned in v. 20.0.0)
Dashboard > Options > List of User - when enabled in site configuration, displays improved new UI user list.
Location: Site Configuration > Identity Providers and Users> Active Users/Inactive Users(Note: this section is decommissioned and completely removed in v.20.0.0)
The list of site users can be found under Site Configuration > Identity Provider and Users > Active Users. Active Users section, each of these sections lists users that can access the site or, more precisely, those of its modules and features that they are allowed to access with their Access Right and User Group settings.
Fig.1.: Active Users page
User list can be filtered by the set of the pre-definied filters:
All Users
API User
Non-Admin User
Site Administrator (please, note that Site Creator user will not be listed here, they belong to the Non-Admin User list)
System Administrator
System Administrator - Invalid Access Rights (available only for user list in System Configuration)
Fig.2.: User list filter in Site Configuration
Fig.3.: User list filter in System Configuration
Inactive Users section lists inactive users that have been inactivated as a result of:
manual user inactivation
user expiration
inactivation after not logging in to the system after a number of days
users inactivated as a result of the hard-blocking functionality
User list can be exported to excel by clicking the corresponding button in the Actions menu. Export functionality is available only the Site Configuration.
Please, note that when exporting user list, specified filters are not applied - full user list will be exported.
Fig.4.: Export to Excel menu in Site Configuration
Working with User List
The tables below look at the parameters that you have to specify when creating a user account on a site. These are some general parameters, such as user credentials, contact information and server settings, as well as site-specific settings, which define the user’s role on the site and help customize the site’s appearance to the user.
Table 3.1. User settings: Basic Information
Parameter | Meaning |
|---|---|
Authentication Method | Defines how user can login to the system. By default it is Internal login with Encodify credentials. When Identity Providers are configured on site system, they will be present in this selectbox as well. User can login only with one authentication method per site. Selecting the certain Identity Provider will also mean linking user to it. See more about that in Authentication via Identity Providers manual |
External User ID | Id of the user’s external account provided by authorization server. With this user id you can connect user’s accounts, so he will be able to user external account for getting access to Encodify. This field is available only for non-internal Authorization method selected. For internal method the Login and Password field will be shown instead |
Name | User’s name |
User’s email address | |
Mobile Email | User’s mobile email address |
Login | Login name used for the user’s authentication |
Password | User’s password used for authentication. Entered password is validated against Password complexity level specified in There are three password complexity levels that can be set for the system: Casual — the lowest level — presupposes minimum password length of 3 characters for system login. Normal — password entered for the system login should have at least 6 characters including numbers. Strong — password should include uppercase and lowercase characters, punctuation marks and numbers. Password should be at least 8 characters in length and login and password should not be alike. |
Password (repeated) | You have to confirm the password by re-entering in this field |
Phone | User’s phone number |
Mobile | User’s mobile phone number |
Fax | User’s fax number |
Address | User’s address |
City | The city where the user works |
Profile Picture | User’s picture, which is visible in User List, User Profile window and Edit User window. If no image has been uploaded, the system will display a generic User Icon, which is stored in common/cgfx/user.png. Supported formats for images to upload: jpeg (jpg), gif, tiff (tif), psd, png, bmp. |
Expired Date | Date after which the user will become inactive |
Table 3.2. User settings: Site information
Parameter | Meaning |
|---|---|
User Access Right | Access Right assigned to the user. Starting from version 15.0.0 it is possible to assign multiple access rights to a user |
Portal Page | Type of Portal page the user will see when entering the site |
Skin | Skin for the site |
Site Administration | When enabled, this option assigns the site administrator’s rights to the user |
Allow User Switching | This option allows site administrators to switch to plain users. The option can be enabled by system administrators and site administrators. |
Site Creator | This option enables the user to create sites |
Title | User’s title |
Division | The division to which the user belongs |
Region | User’s assigned region |
Sub Region | User’s assigned subregion |
Country | User’s country |
Language | Site language of the current user |
New UI | Allows to switch to New UI on Dashboard Portal Page (must be enabled in |
Classic UI | Allows to switch to Classic UI on Dashboard Portal Page |
In the user list you can sor users clicking the column header, search by typing in the Search field. add or edit users, send emails to users (deprecated from v.14.0.0) , export user list to Excel file.
To create a user account, follow these steps:
On the toolbar, click Add New User.
In the dialog box that opens, specify the user’s basic details: note that information such as the user name, email address, login name and password is mandatory (the respective fields are marked with asterisk).
Fig.3.: Creating a user account: entering basic information
Click the Site Information tab and specify the site-specific settings for the user:
Select the Allow User Switching check box to allow site administrator switch to simple users. This check box can be selected by system administrators only, for simple users and site administrators this check box is unavailable. This means that only system administrator can give site administrators the right to switch to simple users. If selected, the site administrator can switch only to simple users in this way inheriting their access rights, group restrictions, and all the site settings. By switching to plain user, site administrator gains less rights and cannot get rights of the system administrator or another site administrator.
Specify the user specific language for the current site. The language specified for the user will be applied ignoring the language specified in Site edit.
Please, also note, that when editing a user from the System Configuration page, you can specify different languages for different sites the user has access right to. All these settings will overwrite the language specified in Site edit.
Whatever User Groups are defined within the site will be listed under User Groups. To include the user in a User Group, select the checkbox under Access opposite the group’s name in the list. User Groups selected in Access can also be selected in the Pre-Select column. Selecting checkboxes in this column defines the user’s access to those items in the site’s modules that have the Show and pre-select type of Group Restriction. For more information, see User Groups and Group Restriction in this chapter.
Fig.4.: Creating a user account: configuring site-specific settings
To edit the settings of a user, follow these steps:
Click Edit in the ellipsis dropdown for the user whose settings you want to edit.
In the dialog box that opens, make your changes to the user’s settings.
Fig.5.: Edit user settings
You cannot delete users from the system but you can make them inactive so that they can no longer access the site, not until they are made active again. To make a user inactive, follow these steps:
Click the Edit icon next to the name of the user that you want to make inactive.
In the dialog box that opens, click Make Inactive on the toolbar.
Making users inactive moves them to the Inactive Users page, where their names appear displayed in red, to indicate their ’inactive’ status. To make a user active again, click the Edit icon next to the user’s name, and then click Re-activate User on the toolbar of the dialog box that opens.
Fig.6.: Inactive Users page
Send Email (deprecated from v.14.0.0)
All the user-listing pages provide a fast and convenient way to send an email message to any of the users of the site. To send a message to a user of a group of site users, follow these steps:
On the toolbar, click Actions -> Send Email. ( deprecated from v.14.0.0)
In the dialog box that opens, specify the recipient address(es) in the To box, and, if necessary, CC and BCC recipients in the respective boxes. You can use the Search Users buttons next to the boxes to retrieve the required users.
Type the subject and body of the message in their respective boxes.
Click Send Email.
Fig.7.: Sending an email to a user
Note: From version 14.0.0 onward, a new functionality to send a predefined email has been added to Mail Configuration. in System Configuration > Properties > Mail Properties.
Location: Dashboard > List of Users
Improved new UI-based user list is available from Dashboard when enabled in Site Configuration: the
Show User List on Portal Page check box selected.
Access restriction
In order to be able to access user list on Portal page, user needs at least "Find Users" access right and "Read" access to the User Management module.
Create, update, inactivate operations with users are controlled by:
"Find Users" + "Edit User" access
"Read", "Edit" and "Upload" access to the User Management module
Add/Edit user page respects field Usage and item view definition of the UMM
Access to the User profile picture is controlled by the "Download" access to the UMM and correspondingly mapped media holder.
Preview of the User Profile picture, uses media holder mapped in User Management module > Settings > Media File Holders section. Both original and custom media file holders can be mapped.
User list: Search and Filter
Enhanced user list provides quick search functionality aligned with user search in classic UI. User indexing is required for being able to search for users.
Advanced filtering is also available to search by various user attributes. Advanced filtering is similar to module filtering where is also possible to filter by active/inactive users or show the list of both.
In comaprison with classic UI user ist, it is also easy to inactivate/reactivate users using the toggle displayed in user list.
Add/Edit User
Add/Edit user page has 2 tabs: Basic Information and Site Information
Basic information tab is divided into 2 sections:
Login Info: contains authentication information
Other Info: lists standard and additional user attributes.
Left panel of the User page displays Profile picture and information around:
Privacy policy
Created/ Modified timestamps
Anonymize user button will be available in the Inactive user window
Site Information tab displays access information including access rights and user groups.
Please Note!
List of standard and additional user attributes (fields) can be different from the list displayed in Classic UI user edit.
The reason for this is:
in classic UI form we are only respecting Field security settings (Field Usage > Display tab)
in new User Edit it is item view that respects fields migrated from the templated mapped on 1st menu element of UMM
Copy User
Copying of already existing users is available when Copy is enabled in User Management module.
The list of user attributes that will be copied is controlled by the template attached.
Login and password values are not copied.
User Export
Similar to module export functionality, User export allows selecting:
Export file format
List of fields to be exported
Apply filters
