The Users, Groups, Permissions section of the Administration Tools page allows you to create new internal and collaborative users. When creating new users, you will need to enter their login ID, employee number, name, social security number, and password. Additional information also includes assigning each user a group.
Before creating new users, it will be helpful to refresh your memory on the two different types of users in Approval Manager:
Internal Users: Typically users who are part of your company, and who have less-restrictive access to Approval Manager and the information contained therein. The term "Internal users" does not refer to a location, as internal users may be inside or outside the corporate firewall.
Collaborative Users: Typically people outside of your organization who are invited to participate in your Approval Manager Approval Processes as Reviewers, Producers, or Managers. Collaborative users have a limited view of Approval Manager and the information contained therein.
Procedures
Creating a New Internal User
Click the New Internal User link in the Administration tab. This will open the New Internal User page.
Type the user login ID, number, first and last name, email address, andpassword in the appropriate fields contained in the User Attributes section of the page.
Select a Status for the user:
Active: The user account is active and is not set to expire.
Inactive: The user account is currently inactive, but can be activated by the administrator at a future date. Users with inactive accounts cannot log in to Approval Manager.
Note: The Status field is used primarily for Approval Manager users. Job Manager Users should be created with the default status of "Active".
To assign the user to a Group, click the check box from the Belongscolumn next to the appropriate user group name(s) in the Group Membership grid. Users may also be assigned to groups during the creation process of the user groups. When assigned to a group, the user will inherit the permissions set for the group.
Complete any additional fields that will be helpful to you in defining the internal user.
Click Add ( ). This will add the new user to the database and display the entry in the groups/users grid of the window.
Repeat this process for each additional user you would like to define in the Job Manager system.
At this point, at least one user has been added to the Approval Manager system and the internal user setup is complete.
Creating a New Collaborative User
Click the New Collaborative User link in the Administration tab. This will open New Collaborative User page.
Type the email address of the collaborative user in the Login/Email field. The collaborative user will use this email address when logging in.
Select a Status for the user:
Active: The user account is active.
Inactive: The user account is currently inactive, but can be activated by the administrator at a future date. Users with inactive accounts cannot log in to Approval Manager.
Type the First Name, Last Name, and Password information for thecollaborative user in the corresponding fields.
Type or look up and select the customer for which the Collaborative Userwill be created. Collaborative users assigned to a Customer will only be able to create new Approval Processes for the customer to which they are assigned. If the customer field is left blank, Collaborative Users cannot assign customer information to any Approval Process that they create.
Type the time at which daily reminder email notifications should be sent to the collaborative user in the Daily Reminder Time field. This setting can be changed by the Collaborative User in their Preferences page.
To assign the collaborative user to a Group, click the check box from theBelongs column next to the appropriate user group name(s) in the Group Membership grid. Collaborative Users may also be assigned to groups during the creation process of the user groups. When assigned to a group, the user will inherit the permissions set for the group.
Note: If the Collaborative User belongs to any Group with the Proofs-> Collaborative User Entry & Edit permission granted, they will have the ability to create new users and/or modify and delete any collaborative user defined in the system.
Complete any additional fields that will be helpful to you in defining the internal user.
Click Add ( ). This will add the new Collaborative User to the database and display the entry in the groups/users grid of the window.
Repeat this process for each additional Collaborative User you would like to define in the Job Manager system.
At this point, at least one Collaborative User has been added to the Approval Manager system and the Collaborative User setup is complete.
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