Learn how to add a user to the infrastructure. More information about IDM365 can be found on http://www.idm365.com.
User profiles are used to keep track of each user’s account in every system. To create a profile for a new user, go to the user management users page and click on Add a New User. A blank profile card will open.
Start by selecting what type of user is being added and which business they will be working in. Then select the type of employment that applies to the user. Internal users may be regular employees or unionized workers, while external ones are usually contractors, suppliers, or other workers that are brought in from other companies. When adding an external user, select their primary employer from the list in the Home Organization field.
Fill in the rest of the user’s employment details including the location and department where the user will be working. The employment date specifies when the user will start having access to their account, and as such allows users to be added before their first day of work without compromising security. For external users, an account expiry date and comment for it can also be added so that the account will be disabled automatically when the user’s work is done. To select the user’s account manager, select the field, type in the first few characters of the manager’s name, and then select them from the list. In most cases, the user’s account manager should be the same as their department manager. If the person adding the user is not a user manager, super user or administrator, the account manager selected here will be notified that a request for the user has been made which needs to be finalized.
Once the user’s employment details have been filled in, click Next to go to the Contact Information section, or click on the tab to switch to it. Here, select the title that corresponds to the user’s position in the company. Then, type in the user’s name and the ID that has been selected for them. Note that, once the user has been added successfully, this ID cannot be changed through the interface as it is used to keep track of the user. Type the user’s company email address into the email field, following whatever conventions are used within the company. If the user has a secondary email address, something that is required if they are an external user, type it into the external mail field. The user’s phone numbers can be added as well. If available, add the user’s image by clicking the Change Photo link, choosing the image file and uploading it. Once uploaded, it will need to be cropped before saving it.
Once everything has been filled in and checked, click Create Account. A summary page will open with all the new values. To decide who will be notified when the account is created, look in the Email Recipients section. A comment can also be added for log and approval purposes. Once everything looks good, click Confirm to finish adding the user.
Learn how to make changes to a user's basic account information. More information about IDM365 can be found on http://www.idm365.com.
You can make changes to a user by opening their profile card.
To do so, type the user's name or ID into the Search bar. Click the line showing the user and select See Details to open their profile card.
A user’s basic account information is split up into two sections: Employment Details and Contact Information. Click on either of the tabs to open it, and then click the Edit button at the bottom part of the page. Make the changes as necessary. It is possible to click back and forth between these tabs while editing. The Cancel button allows you to go back without making your changes.
In the section for Contact Information, a photo can be added to the user’s profile which will be shown when they log in. Note that the user’s ID cannot be changed, as it is used to keep track of their account. Once all changes have been made, click Done to proceed to the Confirmation page which will show all the new values. To decide who will be notified regarding the changes, look in the Email Recipients section. Use the comments section to add information about the changes. Once everything is done, click Confirm to finalize the changes.
Learn how to manage the job functions assigned to a user. More information about IDM365 can be found on http://www.idm365.com.
The job functions assigned to a user control their access permissions. These can be managed on the user's profile card.
To manage a user's job functions, type their name or ID into the search field. Click the line showing the user and select Manage Job Functions to open their profile card to that section. If the user’s profile card is already open, simply click on the job functions tab to open it.
The user's current job functions will be listed with their status next to them. To see the assignment details of an existing job function, select it from the list. The start and expiry dates for most job functions can be changed by clicking on the link beside it and using the date picker. More information about the job function itself and its approval workflow can be seen by clicking ‘See Details’.
Regular job functions can be removed by selecting them and clicking ‘Remove’. However, basic job functions may be added automatically based on the user’s attributes. These basic job functions, often needed for login access, cannot be removed manually. If they need to be removed along with all other access, the user should be disabled or terminated instead.
Finally, click ‘Add a New Job Function’ to see the job functions available to the user if they require more access.
Learn how to remove a job function from a user. More information about IDM365 can be found on http://www.idm365.com.
When a user will no longer be performing certain assignments, the job function associated with those assignments should be removed from their account to prevent unauthorized access.
To remove a job function from a user, find the user by typing their name or ID into the search bar. Click the line showing the user and select Remove a Job Function. Their profile card will open to the Job Function tab. Select the job function that needs to be removed, and then click the Remove button. Enter a reason why the job function is being removed. For security purposes, User Managers, Super Users and Administrators will have the option to “bypass approval workflow”, which will remove the job function immediately from the user regardless of whether it’s been set to require executive approval before removing it. To finish removing the job function, click Remove, and then click OK to confirm.
Learn about the user management dashboard. More information about IDM365 can be found on http://www.idm365.com.
The User Management Dashboard is where most actions can be started, and may be different depending on your security level.
The buttons under the options and settings section allows the user who is logged in to edit their profile and account quickly, as well as make some tweaks to personalize the interface. For basic users, this is the only section that is shown.
The info and statistics section shows the number of users and job functions the logged-in user is responsible for. Each category under info and statistics that shows a value can be clicked and opened for more details.
The my tasks section lists tasks that need to be completed by the user who is logged in, while the company-level tasks section shows pending user changes that have not been finalized yet by a user manager or above.
The fast assignment groups section can be used to quickly assign a list of saved job functions to those who need them.
Finally, the deputy assignment during absence section can be used to schedule a deputy to take care of tasks while being away.
Using the search bar to find users and other parts of the organization is the quickest way to make changes to them.