The user accounts of Xtendis users can be managed by controlling whether or not users can access the system and which actions they can perform.
This is done by using the User accounts page of the Functional management section in Xtendis.
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Note: Apart from managing user accounts as described in this article, the following can also be managed for users:
This is managed via the General settings of Xtendis when logging in as a functional manager. |
Accessing the page
To access the page, access the Functional management section of Xtendis and in the menu on the left, click Users.
Management options
The following can be done:
- An overview of all users can be viewed
- User accounts can be manually created
- User account settings can be edited
- User replacements can be defined
- User accounts can be deleted
Each option is explained in this article.
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Info: Use the filter to only show information for one option: |
Overview
When accessing the Users page, a main overview of all user accounts is shown (see the figure above).
The list is sorted alphabetically.
The total number of users that are shown in the list is displayed below the list on the right side.
Filtering the list
The list can be filtered by using the tools at the top of the page.
| Option | Description |
|---|---|
| Type to search... | Type any part of a user name or the full name. While typing, the list is automatically filtered. |
| Not logged in since |
Click the button to toggle between the following options:
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| Log in options |
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| User is locked | Shows users whose account is locked. |
| User is deactivated | Shows users whose account has been set to deactivated. |
| User has multi-factor authentication | Shows users who have enabled multi-factor authentication for their account. |
User settings
To see a general overview of a user's settings, select the user in the list. A side panel appears on the right side.
The panel shows some main settings at the top while detailed information is grouped in the following tabs:
- Groups. Shows the groups that the user is a member of. Click a group to view the group settings on the Groups page.
- General permissions. Shows general permissions that have been granted based on the groups that the user is a member of.
- Archive permissions. Shows permissions specific to archives.
- Logs. Shows error logs for the user. Click the info button to view detailed information about the error.
Creating a new account
Creating a new account is a 2-step process:
Step 1. Setting up general settings and assigning user groups.
Step 2. Assigning additional permissions.
Each step is explained below.
1. Setting up general settings and assigning user groups
In this step, the account is created, general settings are defined, and user groups are assigned.
This can be done in the following ways:
- By creating a new account in which all settings must be set.
- By basing it on an existing account with which (most of) the settings are shared.
Step 1. Do one of the following:
- To create a new account from scratch, click Create.
- To create an account based on an existing account, select the check box for that account in the list and click Copy.
The Create user panel appears.
For new accounts all options are set to their default state. When an account was copied, all options from that account are already set.
Step 2. Set up the account as needed. When done, click Save.
The options are described in the following table:
| Option | Description |
|---|---|
| Name | The log in name of the user. |
| Full name | The full name of the user. |
| NT name | The name imported from an external system such as Active Directory. |
| E-mail address | The e-mail address of the user. |
| Account expires | For setting a date when the account should expire. Select the check box to enable it and enter a date in the field. |
| New password | For setting a (new) password for the user. |
| Verification | For verifying the new password by entering it. |
| Language | The default language in which Xtendis should be shown. This can be overruled by the user in their personal settings. |
| Is active | Defines if the account should be active. Disable it when the account should be temporarily deactivated as opposed to deleting it. |
| Must change password | For forcing the user to re-set the password the next time the user logs in. |
| Internal login | Defines if the user uses an Xtendis user name and password to log in. |
| External login | Defines if the user logs in by using a method other than using an Xtendis user name and password (such as by using Single Sign-On SSO). |
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All groups User is member of groups |
The list on the left shows all user groups in the Xtendis environment. The list on the right shows all groups that the user is a member of. Double-click a group in a list to move it to the other list. |
2. Assigning additional permissions
Now that the user account has been created and the user is made part of user groups, additional permissions can be assigned.
Step 1. Select the created user in the list.
A side panel appears showing an overview of the user settings.
In the tabs General permissions and Archive permissions, the permissions that have been granted as part of the groups that the user is part of are marked with a check mark on the right side.
Step 2. Grant additional permissions by selecting a check box on the left side for that permission.
Editing a user account
Editing a user account can be done in the following ways:
- By updating the general settings and group memberships for a single user account.
- By updating additional permissions for a single user account
- By performing various actions for one or multiple user accounts.
Each method is described below.
Method 1: Updating the general settings and group memberships for a single user account
In this method, the general settings and the groups that the user is a member of are edited for a single user.
Step 1. In the list, select the user for whom you want to edit the settings.
Step 2. In the toolbar, click Edit.
The Edit user panel appears. This panel is the same as the panel for creating a new user account (see above).
Step 3. Edit the settings as needed. When done, click Save.
Method 2: Updating additional permissions for a single user account
In this method, additional permissions are edited for a single user.
Step 1. In the list, select the user for whom you want to edit the settings.
A side panel with general settings appears on the right side.
In the tabs General permissions and Archive permissions, the permissions that have been granted as part of the groups that the user is part of are marked with a check mark on the right side.
Step 2. Grant additional permissions by selecting a check box on the left side for that permission.
Method 2: Performing various actions for one or multiple user accounts
In this method, various actions are performed for either a single account or for multiple accounts.
The following actions can be performed:
- Unlocking a user account after the account has been locked as a consequence of three unsuccessful log in attempts by the user.
- Enabling, disabling, or resetting multi-factor authentication.
- Setting the default language.
Step 1. Select the check box in the list for one or more users for which you want to perform the action.
Step 2. Click the More... button to open the menu containing the actions that can be performed:
- Unlock
- Enable multi-factor authentication
- Disable multi-factor authentication
- Reset multi-factor authentication
- Change language
Step 3. Click the action that you want to perform.
A message appears asking to confirm the action.
Step 4. Click Yes.
Managing user replacements
When a user is absent from work for a relatively long period of time such as during a holiday, Xtendis can be set up so that anything that is assigned to that user is automatically assigned to another user.
This feature is known as the 'flow replacement', because the other person replaces the user in the workflow.
Users can set up such a replacement themselves in their settings, but this can also be done centrally on the Users page.
Step 1. Select the check box in the list for the user for who you want to set up a replacement.
Step 2. In the toolbar, click Flow replacement... .
The Flow replacement panel appears.
Step 3. Do one of the following:
- To set up a new replacement, click Add new, fill out the options (see the table below) and click Save.
- To change an existing replacement, click it on the left side of the panel, change the options (see the table below) and click Save.
- To remove an existing replacement, hover the mouse pointer over it on the left side of the panel, click the trash can icon that appears, and confirm that you want to delete the replacement.
| Option | Description |
|---|---|
| Archive | Select the archive in which the documents are stored that should be processed by the replacement user. |
| User | Select the user who should be replaced. |
| Replacement | Select the user who should act as the replacement. This person must have at least the same rights as the user who is replaced to see and work with the documents that are assigned. |
| Time period | Select the start and end date of the period during which the user should replace you. |
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Property Value |
Shown when clicking More options... Choose a document property and a value that the property should have. Only documents that have that combination set (such as order number = 123) are assigned to the replacement user. |
Deleting a user account
Step 1. Select the check box in the list for the users whose account you want to delete.
Note: Instead of deleting an account, it is also possible to deactivate it by disabling the 'Is active' option. This retains all settings for that user which can be useful when it is expected that the user needs to be given access again later.
Step 2. In the toolbar, click Delete.
A message appears asking to confirm the action.
Step 3. Click Yes.
The selected user accounts are deleted.
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