USER MANAGEMENT¶
Managing user information and access within a system is crucial for maintaining security and efficiency. This guide provides step-by-step instructions on how to set up and manage user accounts, assign permissions, upload and download user data, and map various user-related processes.
Create User¶
Pre-condition¶
The user should be logged in with valid credentials. A Process and Stage should be created.
Permissions related to User Management:
- Can See User Setup Left Menu
- Can See User Management Left Menu
- Can Create User
- Can Edit User
- Can Delete User
- Can View User List
- Can View Admin Process
Accessing User Management¶
Step 1: Click on "User Setup".¶
Step 2: Click on "User Management".¶
(Located on the top right corner)
Step 3: Click on the "Create User" button.¶
A form will open:
Step 4: Fill in the details¶
- User Name: Type the unique identifier for the username.
- First Name: Type the first name of the user.
- Last Name: Type the last name of the user.
- Email: Type the email address (must be valid).
- Password: Enter a strong and secure password.
- Confirm Password: Re-enter the password for confirmation.
- Active: Indicates if the account is active (checked by default).
- Default Landing Page: Select a page the user will land on by default.
- Groups: Select one Role (Group) for each user.
- Choose a specific option and click ">" to select.
- Click ">>" to select all options.
- Click "<" to deselect a single option.
- Click "<<" to deselect all options.
- User Permissions: Set permissions for the selected Role (Group) with similar options as above.
Step 5: Create or Cancel¶
- Create: Click the "Create" button to create the user.
- Cancel: Click the "Cancel" button to cancel and clear the form.
View or Search User Management¶
- Search User: Use the search bar to find a specific user.
- Created User Management: View the list of created users, including Name, Email, Role, and Status.
Manage User Management Actions¶
1. Delete¶
Click on the Delete Icon to delete any created user.
2. Edit¶
Click the Edit Icon to modify user details. After editing, click "Save" to update.
Note: To deactivate a user, uncheck the "Active" box during editing.
3. User Mapping¶
Click the 3rd Icon User Mapping to open a window.
Admin Process¶
This section is auto-assigned by the system.
- Process Name: Choose from the dropdown list.
- Sub Process Name: Select a related sub-process.
- Sub-Sub Process Name: Select a corresponding sub-sub-process.
Actions:
- Add Row: Add multiple process entries.
- Delete: Remove unnecessary rows.
- Save: Click to save your entries.
Note: If "Single Process only" is enabled in Data Setup, only one complete process (with sub-process and sub-sub-process) will be active.
Stages¶
Assign stage-level permissions based on the selected process.
- Process Name: Choose from the dropdown.
- Sub Process Name: Select the relevant sub-process.
- Sub-Sub Process Name: Choose the corresponding sub-sub-process.
- Stage Name: Select the required stage.
Actions:
- Add Row: Add multiple stage mappings.
- Delete: Remove entries if not needed.
- Save: Click to store the configuration.
Masters¶
Assign permissions for Master Forms.
- Master Form: Select from the dropdown list.
Actions:
- Add Row: Add multiple Master Form entries.
- Delete: Remove unwanted rows.
- Save: Click to store your changes.
Superior Mapping¶
Map users to their respective superiors based on stages and roles.
- Stages: Select the relevant stage(s).
- Roles: Choose the appropriate role(s).
- Names: Assign user(s) to these roles.
Actions:
- Add Row: Create additional mappings.
- Delete: Remove unused mappings.
- Save: Click to confirm.
System Mapping¶
Link users to specific system values.
- System Name: Select the relevant system.
- System Value: Enter the corresponding value.
Actions:
- Add Row: Add more system mappings.
- Delete: Remove unwanted entries.
- Save: Click to store the settings.
User Documents¶
Upload documents associated with the user.
- Document Name: Select from the dropdown.
- Date: Automatically captures the current date.
- File: Click Choose File to upload.
Actions:
- Add Row: Upload multiple documents.
- Delete: Remove unnecessary rows.
- Save: Click to finalize uploads.
MORE OPTIONS¶
Upload System Mapping¶
Easily bulk upload or update user-to-system value mappings using a pre-formatted Excel sheet. This process streamlines mass data entry and ensures consistency in system associations.
Steps to Upload System Mapping¶
Step 1: Open Upload Form¶
- Click More Options, then select Upload System Mapping.
Step 2: Fill in System Mapping Form¶
- A new form will open.
- Use the dropdowns to select the required System Mapping Options.
Step 3: Choose Action Type¶
- Select whether you are uploading New entries or Updating existing ones.
Step 4: Download and Prepare Template¶
- Click Export Sample Format to download the Excel template.
- Fill in the required details.
Ensure that the "User Name" column matches existing usernames in the system.
Step 5: Upload the Sheet¶
- Drag and drop the filled Excel file into the designated area.
Step 6: Submit¶
- Click the Upload button to process the file.
Step 7: Verify Upload¶
- To review the uploaded records:
- Click the User Mapping Icon next to the respective user.
- Navigate to the System Mapping tab to verify the data.
Upload User¶
Click on more option and then Click on the "Upload User".
A form opens:
Step 2: Select Stages¶
Choose the stages and roles from the dropdown menu.
Step 3: New & Update¶
Select the radio button for New or Update to upload or update files.
Step 4: Export Sample Format¶
Click to export the sample Excel file, complete the data, and save it.
Step 5: Upload Sheet¶
Drag and drop the completed Excel file.
Step 6: Click Upload to complete the process.¶
Step 7: Success Message¶
After uploading, you'll see a success message indicating the file upload was successful.
Step 8: Review Uploaded Data¶
The uploaded data will appear in the User Management section.
Step 9: Update with Actions¶
Use the Actions button for necessary changes.
Download User¶
Download user information in Excel format for review or record-keeping.
Steps to Download User Details¶
Step 1: Access Download Option¶
- Click More Options, then click the Download Icon.
Step 2: Excel File Download¶
- An Excel file containing user data will automatically download to your system.
Step 3: Review User Data¶
- Open the downloaded file to view and analyze user details.
User lisiting with Stage Filters¶
This feature provides a stage-level view of all users in the system, allowing administrators to filter and manage users based on their assigned stages, roles, and process hierarchies.
Click More Options. Select User Listing with Stage Filter.
A new tab opens displaying the User Management Dashboard.
Search & Filter Panel¶
Use the top filter bar to narrow down user results based on:
- User Information: Username, Role, Superior, Status
- Process Mapping: Process, Sub Process, Sub-Sub Process, Stage
Additional options:
- Search Button: Apply selected filters
- Clear All Filters: Reset all selections
User Data Table¶
The user list displays comprehensive details for each user, including:
| Column | Description |
|---|---|
| Username / Name | User ID and display name |
| Email ID | Registered email (if available) |
| Role / Status | Functional role and active/inactive status |
| Process Mapping | Assigned process, sub-process, sub-sub-process, and stage |
| Superior Name | Assigned superior (if applicable) |
| Created By / On | Admin who created the user and timestamp |
| Updated On | Most recent update timestamp |
| Activated/Inactivated On | Time of last status change |
Available Actions
- Export: Download the filtered user list in Excel format for analysis or record-keeping.
- Back: Navigate back to the previous screen.
Purpose & Benefits¶
This dashboard is intended for admin-level users to:
- Filter users by process stage for granular control
- View detailed user metadata for auditing or updates
- Manage user roles and process associations
- Export records for reporting or offline usage.