Speaking of users...
User is defined as a person that performs public or private functions within the institution. Users may be employees, administrators, participants, students, teachers, monitors, or mentors.
The top of the screen displays the total number of registered, active and locked users, in the accessed company. Only active users are accounted for in relation to the number of licenses used.
On this screen you can also add, edit, and activate/deactivate users. In addition, each user can only belong to one registered company, and cannot be transferred to another.
Add user
01. In the main menu, click Control Panel, then check People container and click Users.
02. Click Add.
In this tab, all fields with * are mandatory.
03. Enter the e-mail.
This is the e-mail to which the user's notifications are sent. For example, when configuring mandatory subjects and subjects that the user is interested in.
The user can configure the notifications received by e-mail, through the Notification configuration screen.
E-mail rules
- For security reasons, there cannot be two identical e-mail addresses registered in a company, that is, two users cannot have the same e-mail address registered in the company in question, even if the user is inactive.
- In cases where the platform is multi-company, that is, it has more than one registered company, the same e-mail address can be registered by two different users.
For example: In both company 1 and company 2, there is a user called Paulo Dias, whose e-mail address is [email protected]. The same e-mail address can be used for each user in different companies, but in this case the user in question cannot access the platform using this e-mail address, he can only use his username.
04. Insert the login for the user to access the platform.
Login and registration rules
It is important to consider the following about the login and registration fields:
- It is recommended that users enter an ID value that does not change over time, since this information cannot be changed later. It is also not recommended to insert personal data, such as CPF, since this field cannot be anonymized.
- These two fields can be filled with the following characters: period (.), dash (-) and underscore (_). Other special characters (such as “$”, “&” and “%”) cannot be entered.
05. Insert registration.
Each user can only have one registration, which cannot be changed This field is responsible for many validations on the platform, especially in Processes and Documents. For example, whenever a request is started or a document is approved, this is the field that validates the user.
06. Enter the password.
07. Confirm the password.
08. Enter the external identifier.
The external identifier is the user identifier on a system that is integrated into the platform.
When there is integration with Identity, the identifier corresponding to the user in the Identity is displayed in this field, and it is not possible to edit it.
When there is integration with the TOTVS RM Educational system, the user identifier on this system is displayed in this field, and it cannot be edited, either.
If these two integrations are present, the identifier presented will be the one from Identity.
If none of the aforementioned integrations are present, the field is enabled to be filled out, and can be used to relate an identifier from any other system external to the user.
09. Enter the first name.
10. Enter the last name.
11. Select the time zone to which the user will be connected.
More information can be obtained in Locations.
12. Select the groups of which the user will be part.
Click Register groups to enter the groups to be joined by the user. On the Groups screen, click Add. If many groups are registered, you can filter them by using the upper bar at the Add Group window. To do so, just enter the name or a word contained in the group name. It is also possible to browse the pages.
On the Add group screen, click Save. To remove it, just select the desired group and click Remove.
On the Groups screen, click Save again.
13. To add more information, you should click Register additional information.
It is possible to add specific fields for a user. E.g.: Gender or home address.
If the user’s additional data is personal data, the key must be written exactly as the personal data attribute.
See image Learn more about privacy settings in the Personal data help section.
14. Enter the relationship clouds to be joined by the user.
This field is only displayed if the relationship cloud feature is enabled.
The default relationship cloud is suggested for the user. However, it is possible to change and define more than one relationship cloud.
More information can be obtained in Relationship cloud.
15. Select the roles of which the user will be part.
Click Register roles to enter the roles of which the users will be part. The Workflow Roles can be configured and each user can have more than one role, as entered in the users' registration.
On the Roles screen, click Add.
If many roles are registered, you can filter them by using the upper bar at the Add Role window. To do so, just enter the name or a word contained in the role name. It is also possible to browse the pages. All users created on the platform are automatically assigned to the “user” role, which cannot be deleted or edited.
On the Add role screen, click Save. To remove, just select the desired role and click Remove.
On the Role screen, click Save again. More information can be obtained in Roles.
16. Select the document standard language.
The default language determines which language will be suggested when the user submits posts. The standard language is also used in searches made by the user.
17. Select the physical volume.
This volume refers to registered volumes. In this volume, information related to the user's private folder will be stored.
18. In Quota for My documents (MB), define the maximum storage size – in megabytes – allowed for the user's personal folder.
This field is only displayed when the quota control is active on the platform. Information on this feature can be obtained from Quota control.
19. Enter the projects in which the user has participated.
20. Enter the user's specialties.
21. Select the Workflow work group.
Work group is used by Assignment Mechanism for User's Groups where it is possible to distribute workflow tasks for users related to the user in question.
22. Click Save.
Edit user
01. In the main menu, click Control Panel, then check People container and click Users.
02. Select the user you want to change.
03. Press Edit.
04. Edit information about the user.
The system does not allow you to change the Login field.
05. Click Save.
Enable/Disable user
01. In the main menu, click Control Panel, then check People container and click Users.
02. Select the user you want to enable or disable.
03. Click Enable/Disable.
04. Click Confirm.
When the user is deactivated, the platform sends a notification if they are associated to groups or roles. This is just a notification: when the administrator confirms the deactivation, the user will no longer be associated to any group or role, and then they will be locked.
Attention!
If the user is associated with the Administrator role or belongs to a group that is associated with the Administrator role, they cannot be deactivated. In this case, it is necessary to remove the user from the Administrator role, remove the Administrator role from the group, or remove the user from the group. Only then will it be possible to deactivate them.
If the user has pending requests or documents, all pending items have to be Transferred before he/she is deactivated.
Delete user
It is not possible to remove users from the platform, only deactivating them. If necessary, it is possible to anonymize the personal data relating to this user. For this, refer to the Anonymize and export personal data help section.
User permissions
Permissions can be directly associated with the user or associated with that user’s roles and groups.
Access permissions
The permission options presented depend on the feature type. For more details, see the Permissions documentation.
01. In the main menu, click Control Panel, check the People group and click Users.
02. Select the user you want to change.
03. Click Edit.
04. In the Permissions section, click Manage permissions.
A screen will open containing all the features released to the user, directly or inherited from a group or role. It is possible to add other permissions, check details or manage them if they are permissions directly assigned to the user in question.
Add permission
01. Access the user’s permissions screen, as shown in the Access permissions item.
02. Press the Add button.
The available feature categories will be displayed in menu order. Search or filter can be used to make it easier to find information.
03. Find the category for which you wish to define permissions and click the button 
to expand the features.
04. Find the desired feature and click the button 
to access the permission options.
05. Check the permission options that must be applied to the user.
06. Click Finish to apply the permissions in the feature.
07. Click Finish to conclude permission management for the user in question.
Query permission details
01. Access the user’s permissions screen, as shown in the Access permissions item.
02. In the listing, locate the feature for which you want to view the specification.
03. Click the button 
in the Actions column.
Manage permissions
The permissions on this screen can only be changed if the permission is directly assigned to the user. If the permission is inherited by role or group, it cannot be changed from this screen.
01. Access the user’s permissions screen, as shown in the Access permissions item.
02. In the listing, locate the feature for which you want to make changes.
03. Click the button 
in the Actions column.
04. Modify permission options as needed.
05. Click Finish to save the changes.
Delete permissions
The permissions on this screen can only be changed if the permission is directly assigned to the user. If the permission is inherited by role or group, it cannot be changed from this screen.
01. Access the user’s permissions screen, as shown in the Access permissions item.
02. In the listing, locate the feature for which you want to make changes.
03. Click the button 
in the Actions column.
04. Click Finish to save the changes.
Please note!
This documentation is valid from the 1.7.1 Crystal Lake update. If you use a previous update, it may contain information different from what you see on your platform.
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