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Speaking of users...
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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.
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Basic Path
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
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01. 01. In the Control panel feature, click the General tab and click on In the main menu, click Control Panel, then check People container and click Users.
02. Click Add.
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In this tab, all fields with * are mandatory. |
03. Enter the e-mail.
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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.
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04. Insert the login for the user to access the platform.
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It is important to consider the following about the login and registration fields:
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05. Insert registration.
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The registration is unique. 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 user identifier.
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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.
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More information can be obtained in Locations. |
12. Select the groups of which the user will be part.
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Click Register groups to enter the groups to be joined by the user. |
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On the Groups screen, click Add |
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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. |
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On the Add group screen, click Save. |
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To remove it, just select the desired group and click Remove. |
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On the Groups screen, click Save again. |
1813. To add more information, you should click Register additional information.
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It is possible to add specific fields for a groupuser. 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. |
1419. Enter the relationship clouds to be joined by the user.
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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. |
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15. Select the roles of which the user will be part.
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Click Register roles to enter the roles of which the users will be part. |
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The Workflow Roles can be configured and each user can have more than one role, as entered in the users' registration. |
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On the Roles screen, click Add. |
22. Select the roles of which the user will be part.
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On the Add role screen, click Save. |
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To remove, just select the desired role and click Remove. |
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On the Role screen, click Save again. More information can be obtained in Roles. |
2616. Select the document standard language.
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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. |
2717. Select the physical volume.
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This volume refers to registered volumes. In this volume, information related to the user's private folder will be stored. |
2818. In Quota for My documents (MB), define the maximum storage size – in megabytes – allowed for the user's personal folder.
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This field is only displayed when the quota control is active on the platform. Information on this feature can be obtained from Quota control. |
2919. Enter the projects in which the user has participated.
3020. Enter the user's specialties.
3121. Select the Workflow work group.
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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. |
32. Select whether a notification e-mail will be sent in html format.
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If this field is not selected, the e-mail is sent in text format. |
33. Click Save.
Alternative path(s)
22. Click Save.
Edit user
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01. In the Control panel feature, click the General tab and click on main menu, click Control Panel, then check People container and click Users.
02. Select the user you want to change.
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04. Edit information about the Useruser.
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The system does not allow you to change the Login field. |
05. Click Save.
Enable/Disable
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user
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01. In the Control panel feature, click the General tab and click on 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.
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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.
If the user has pending requests or documents, all pending items have to be Transferred before he/she is deactivated. |
Delete user
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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
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Permissions can be directly associated with the user or associated with that user’s roles and groups.
Access permissions
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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.
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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
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01. Access the user’s permissions screen, as shown in the Access permissions item.
02. Press the Add button.
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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
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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
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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
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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.
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This documentation is valid from the 1.57.10 1 Crystal Lake update. If If you use a previous update, it may contain information different from what you see on your platform. |
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