Manage users in the portal

You will find the "User" system application in every newly created portal under the "Extras" menu.

The user data and objects from the "User" module are mapped in the user system application.

With sufficient authorization (administrator rights), they can be edited directly in the browser or in the "Users" module and new users can also be created. The data are synchronized automatically.

New data fields cannot be created directly in the user application; these must be created as new attributes in the "User" module in the schema manager and then linked to application elements in the system application.

Overview page

All active portal users are listed in the tile view here. Administrators also see all the deactivated users on the overview page.

When you click on a user's name or profile picture, their data is displayed on a detail page.

1. Filter

At the top right you will find the selection lists "Location" and "Department", which can be used to filter the user list.

2. Edit

This button is only accessible with sufficient authorization and opens the input page for editing the data of the corresponding user.

4. View

You can switch between the tile view and list view here. In the list view, the user accounts are displayed in tabular form. The last used view is saved for each user.

5. Search

The search field can be used to search by user name, object name, first name, surname, "Business e-mail" and "Business telephone". It is not necessary to enter the complete search term; the search is also activated for partial terms and displays the results that contain the partial term.

6. Export

Administrators can export the user list. The "Export" text button is automatically hidden for other users. All information on the possible export formats can be found here.

Create and edit users

To create a new user, click on "New" (5).

The input page is divided into the categories:

• User account

• Contact information

• Organisation

• Personal

• Portal settings

You can see the categories on the left side of the page and navigate to the right place on the page by clicking on one of the categories.

User account

Enter the user's title, first name and last name here. The object name and the full name of the user are automatically generated from the first and last name and inputted.

A profile picture can also be uploaded here.

Enter the user name, domain password and password confirmation.

When editing existing user accounts, instead of the "Password" and "Password confirmation" fields, you will find the "Change password" link, which can be used to change the user's current password.

Account disabled

If the setting is set, a user can no longer log in to the portal. If the "Account deactivated" setting is deactivated again, logging in is possible again.

The password must be changed at the next login

This setting prompts the user to change their password through a notification the next time they log in.

Password cannot be changed

The "Change password" link, which can be accessed via the additional "Settings" control in the portal, is hidden.

Blocked users

If you have sufficient authorization, you can unblock a user account here.

Contact information

Store the user's contact details here.

Organisation

The user's supervisor and deputy can each be selected from a drop-down list here.

The department, position and location can also be selected from a list by clicking on the magnifying glass. It is easy to create new departments, positions or locations by entering them in the corresponding field. When the user saves this information, the new values are then added to the list and can be selected there.

Organization chart/Memberships

Under "Organizational chart" you will find the path to the user from the organizational structure of the "Users" module. The path can also be edited here.

Under "Memberships", the user objects (e.g. user groups) can be selected from the "Users" module and assigned to the user. The user then automatically becomes a member of the object.

Personal

Here you will find your personal details such as personnel number, date of entry, date of birth and gender.

Portal settings

The user's current portal settings can be edited here.

Edit user - More attributes

The "Other attributes" section is only displayed if attributes have been defined for the user object in the schema manager and assigned in the user account.

If attributes are already linked to a control on the input page in the user system application, they are also not displayed here.

The attribute values can be edited here.