Users

User Guide: Users Module

Welcome to the Users Module! This section of the application allows administrators to manage users who have access to the system. The Users Module ensures that individuals can perform their tasks while adhering to the specific access controls set by administrators. This guide will provide a step-by-step walkthrough of how to manage users within the application.

1. Overview of the Users Module

The Users Module is where all user management activities take place. Users can be added to the application, their access controls can be configured, and bulk user management is made simple for administrators. Access to this module is restricted based on roles and permissions.

Key features include:

• Adding users individually or via bulk upload.
• Configuring access controls for users.
• Managing user permissions and roles.

2. Accessing the Users Module

To access the Users Module, follow these steps:

1. Navigate to the Main Menu.
2. Click on Users to open the module.

3. Adding Users

3.1 Adding Users Individually

Administrators can add users one at a time using the form fields provided:

1. Click on the Add User button within the Users Module.
2. Fill out the required fields, such as:
   • First Name: Enter the user's first name.
   • Last Name: Enter the user's last name.
   • Email Address: Provide the user's email address for communication and login purposes.
   • Role: Select a role for the user (e.g., Admin, Auditor, User).
3. Click Save to add the user to the system

3.2 Adding Users via Bulk Upload

Administrators can add users one at a time using the excel sheet form fields provided:

1. Click on the Upload new data button within the respondents and groupings in content manager module.
2. Fill out the required fields, such as:
   • First Name: Enter the user's first name.
   • Last Name: Enter the user's last name.
   • Email Address: Provide the user's email address for communication and login purposes.
   • Phone Number: Provide valid mobile number.
   • Role: Select a role for the user from dropdown (e.g.,Admin,Manager,Site Contact, Limited Site Contact and View Only)
   • Assessment Role: This should be displayed except Admin user role.
3. How to create a new user in compliance product?

• We can create new user in compliance product by clicking on user module link.
• First they should have user licenses and then from users screen by clicking on add user button in user module home page.
• We will create user by providing First Name, Last Name, Email, Role, Risk Role Mandatory fields and click on save button.
• And also we can create users from bulk upload and for creating each role the login role should be specific like admin only can create all user types remaining based on role hierarchy.
• User can also be created from add facility screen. When new user is created user license should be debited.

1. Fill The Required Details to create a new user?
2. First Name: It accepts characters, numbers and max we can enter 255 characters in first name field. It is mandatory field.
3. Last Name: It accepts characters, numbers and max we can enter 255 characters. It is mandatory field.
4. Email ID: It accepts characters, numbers and max we can enter 255 characters. It is mandatory field.
5. Status: It is a dropdown field it has active & inactive status. While creating new user if user select active then user licenses will be debited from active user licenses and user can create password & login in to the application. If users select inactive status user licenses should not be debited & user should not be login in to the application.
6. Role: This role field is related to compliance product application. It is having 5 roles.
7. Administrator: Admin Role can access all modules & can create all users, assessments and all roles data should be displayed in admin role. When compliance user is administrator assessment role field , Site contact & Site supervisor field will not be displayed.
8. Manager: Manager Role cannot access settings module & cannot create admin user role but can create other users roles & created data will be displayed in admin & Manager Role.
9. Site Contact: Site Contact user role cannot create admin & Manager Users. Can create Site contact, Limited Site contact & view only users. Can create tasks data only. Modules displayed in site contact user:

• My Actions.
• Dashboard
• Reports
• Perform Assessment
• Analysis
• users
• Tasks.

1. Limited Site Contact: Limited Site Contact user role cannot create Admin, Manager & Site Contact Users. Can create Limited Site contact & view only users. Can create tasks data and Perform assessment survey. Modules displayed in Limited site contact user:

• My Actions
• Dashboard
• Reports
• Perform Assessment
• Analysis
• Users
• Tasks.

1. View Only User: View only user has all modules but he cannot do any operation in the application. He will just see the data.
2. Risk Role: When the instance is having only Risk Assessment product then when user click on add user button in add user page only risk user role should be displayed.

• Risk role user field is mandatory.
• Risk Role is having 6 users:

1. Risk Administrator: Risk Admin can have access to all modules available in risk assessment product. Risk Admin can perform any action on any data anywhere. Risk Admin user can create any user.
2. Risk Manager: Risk Manager User role can create Risk Manager User and below risk roles users and can create Risk Assessments, Risk Templates, and Risk Register data. Risk Manager User role except settings module all modules should be visible once he login into the Risk assessment product.
3. Risk Assessor: Risk Assessor user role can perform assessments for Facility_123 (s) assigned, can create tasks and can create risk role assessor user & below risk roles users. Risk Assessor user role can see below modules once he log into the risk assessment Product:

• My Actions
• Risk Assessment
• Risk Treatment
• Users
• Tasks

1. Risk Owner: Risk owner user cannot create any data in risk assessment product. Risk owner user role can see Below modules once he log into the application:

• My Actions: In My action module we have my scheduler & My Tasks tab.
• Risk Dashboard
• Risk Treatment
• Tasks
• Risk User: Risk owner user role cannot create any data in risk assessment product. He can just view My Tasks data in my action module & tasks data. Risk user role can see below modules once he log in to the application.
• My actions: In my action module only my tasks tab data should be displayed.
• Tasks module

1. Risk Viewer: Risk viewer user role can only view assigned Facility_123 (s), tasks, and other items created by other users.
2. DMS Role:

• When the instance is having only Document Management product when user click on add user button in add user page only DMS user role should be displayed.
• DMS role user field is not mandatory.
• DMS Role users are related to Document Management Product.
• Document Management Product users displayed in DMS role dropdown.
• DMS Role new user will be created if it is having user role selected.
• DMS Role is having 4 users:

1. Administrator: DMS Admin role can have access to all modules available in Document Management product. DMS Admin can perform any action on any data anywhere. DMS Admin user can create any user. DMS Admin user cannot create new documents.DMS Admin user has below modules:

• Dashboard
• Users
• Documents
• Recipients
• Recipient Mapping
• Exemptions
• Settings

1. Creator: DMS Creator user can have access to all modules except settings module. DMS Creator user users, documents. DMS creator user has below modules:

• Dashboard
• Users
• Documents
• Recipients
• Recipients Mapping
• Exemptions

1. Collaborator: DMS Collaborator user role can access only documents module. Verify the Collaborator role In DMS having following screens.

• Documents.

1. Approver: DMS Approver user role can access only documents module.

Verify the Approver role In DMS having following screens.

• Documents.

1. Account: Account in add user screen has Lock & unlock radio buttons. When user creating new user and checks lock checkbox no new user will not be accessed the application. When user creating new user and checks unlock checkbox new user will be accessed the application. And Account field is not mandatory. And by default no checkbox is checked when user click on add user page screen.
2. Phone Number: It is not a mandatory field in add user screen page. Phone Number field there is no min & max values. It is accepting special characters, alphabets & numbers.
3. Job Title: It is not a mandatory field in add user screen page. Job Title field there is no min & max values. It is accepting alphabets & numbers. It is not accepting special characters.
4. Session Timeout: Session time out field is not mandatory in add new user page screen. We can create new user with empty session time out field .Session time field should be between15 to 720 only.
5. Site Contact: This field is not mandatory in add new user page .This field is displayed when user role is manager; site Contact, Limited Site Contact & View Only User.
6. Site Supervisor: This field is not mandatory in add new user page .This field is displayed when user role is manager; site Contact & View Only User.
7. Policy: Policy is mandatory field in add new user page.
8. Regions: Region is mandatory field in add new user page.
9. Tags: Tags is mandatory field in add new user page.
10. Can View Tags: By default can view tags checkbox is selected. This field is displayed when enabled in settings module.
11. Can Create Tags: By default can view tags checkbox is selected. This field is displayed when enabled in settings module.
12. Task Status: It is not a mandatory field in add new user page. This field data should be displayed from settings module. It is visible when it is enabled in task status levels in settings module.

• In add user page screen after selecting all fields and when user click on save button user should be saved successfully message should be displayed on the page and it should be navigated to user module home page.

1. After creating new user will user get any email?

• Yes, in user module after creating new user password creation email should be sent to the newly created user email person. And those emails will be captured in email section in user module home page.

1. Whether in user module after creating, update & deleting users will be shown?

• Yes, in user after creating new user, updating existing user or deleting existing user all those operations will be captured in events section under user module home page.

Manager User Login

• When a user with the Manager role logs in, they can create new users for manager & below user roles only:
• Manager
• Site Contact
• Limited Site Contact
• View Only
• A user with the Manager role cannot create a new Admin user role from within their Manager User account.
• When a Manager user logs in and selects the Manager user role on the create user page, the following fields should be displayed:
• Assessment Roles
• Region
• Site Contact
• Site Supervisor
• In settings module what modules are checked for manager user those modules should be displayed when user logged in with manager user role.

Site Contact User Login

• When a user logs in with the Site Contact user role, they can create new user roles for the following roles only:
• Site Contact
• Limited Site Contact
• View Only
• A user with the Site Contact role cannot create a new Admin or Manager User role when logged in with the Site Contact user role.
• When a user with the Site Contact role selects the Site Contact user role on the create user page, the following fields should be displayed:
• Assessment Roles
• Region
• Site Contact
• Site Supervisor
• In settings module what modules are checked for Site Contact user those modules should be displayed when user logged in with Site Contact User role.

Limited Site Contact Login

• When a user logs in with the Limited Site Contact user role, they can create new user roles for the following roles only:
• Limited Site Contact
• View Only
• A user with the Limited Site Contact role cannot create a new Admin, Manager, or Site Contact user role when logged in with the Limited Site Contact user role.
• When a user with the Limited Site Contact role selects the Limited Site Contact user role on the create user page, the following fields should be displayed:
• Assessment Roles
• Region
• Site Contact
• In settings module what modules are checked for Limited Site Contact user those modules should be displayed when user logged in with Limited Site Contact User role.

3. How to edit a user in compliance product?

Edit user screen page is used to edit current data with new data and newly updated data should be displayed in that user home page. In Edit user screen page user can change below fields and when user update those changes and save should be displayed in user module home page.

• First Name, Last Name, Status, Role, Account, Phone, Job Title, Session Timeout, Region, Site Contact, Site Supervisor, Can View Tags, Can Create Tags, Task Status:

1. How to clone a user in user module?

• By using clone icon in user module home page also can create new user.
• But when user trying to clone other user some fields data will be fetched in add clone user page.
• When user click on clone icon in user module home page clone popup will be displayed .when user click on yes button clone add user page should be displayed.

3. Can we delete user from user module page?

• Yes, we can delete a user from user module home page delete button and edit user page delete button.
• Once user deleted from user module licenses should be updated in active user licenses in settings page.

1. How to search the specific user from the Grid:

• You can get the specific record from the grid by using search field and also from the Filter feature as shown below.

• We can filter the records by using Email, First Name, Last Name, Role, Status, and Phone number, Session Time out, Job Title, Assessment Role, Site Contact, and Site Supervisor.
• You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.
• And the created filters will display in select filter field you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

• And also you can make your filter as default filter by selecting default check box while saving the filter. So every time when you open the user page, it will display only Default filter data.

• You can sort Table data by using all 3 columns (Facility types, Description and criticality levels)., once you apply sorting with any column, the records will display in ascending order like below: