Managing user accounts in Xtendis 7 – Home

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.

The Users page

Note: Apart from managing user accounts as described in this article, the following can also be managed for users:

The default settings for the following options for all users:
Results per page. The maximum number of results that are shown on a page when performing a search.
Search documents archive. The archive that is selected by default in the Archive list when searching for documents.
Receive notification e-mails. Defines if the user should be notified by e-mail when mentioned in a notification.
Open links in new tab. Defines if hyperlinks should be opened in a new Web browser tab.

This is managed via the General settings of Xtendis when logging in as a functional manager.

The display of properties in search results, folders, and panels.

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.

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.

The options for filtering the Users 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: All. Shows the accounts of all users for all time periods. 2 months ago. Shows only the accounts of users who have logged in in the last two months. 3 months ago. Shows only the accounts of users who have logged in in the last three months. 6 months ago. Shows only the accounts of users who have logged in in the last six months.
Log in options	All. Shows the accounts of all users, regardless of how they log in. Only internal. Shows only the accounts of users who log in using an Xtendis user name and password. Only external. Shows only the accounts of users who log in by any using a method other than using an Xtendis user name and password (such as by using Single Sign-On SSO).
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 side panel showing an overview of the user's settings

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.

The Create user panel

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).
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.

The side panel showing an overview of the user's 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

The More... menu showing additional actions that can be performed

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.
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.