1. 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.

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  2. Learn how to assign a job function directly to a user. More information about IDM365 can be found on http://www.idm365.com.

    Job functions are used to assign access permissions to users. There are several ways to assign a job function—the most basic way being to assign it directly from a list.

    To find a job function to assign, type its name into the search field. If the name is common in the system, you may need to click enter or search to show the full list of results. Once you've found the correct one, select the job function from the list, and then select Assign to a User. Type the name or ID of the user into the Select User field. The user will only show up if the job function has not yet been assigned to them. Click the line showing the user, and then click OK. The user's profile card will open with the job function added. If the assignment is temporary, add an expiry date by using the Date Picker. A comment can also be added. If there are no special circumstances, simply click Done. The job function will then run its approval workflow before providing the user with the correct permissions.

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  3. 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.

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  4. Learn how to find approval workflow information for pending job function assignments. More information about IDM365 can be found on http://www.idm365.com.

    If a user is waiting for access after being assigned a job function, you can find the status of that job function by looking on the user’s 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. Then click the Job Functions tab to see a list of all job functions that have been assigned to the user. Job functions that are waiting for approval are labeled in yellow. The name and ID shown beside the status indicate whose approval is required next in the approval workflow.

    To see more details about what approvals are required for the job function, select it from the list and click See Details. Then click Details under any of the approval steps to see more information about it.

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  5. Learn how to find job functions that include specific system permissions so they can be assigned to users. More information about IDM365 can be found on http://www.idm365.com.

    If someone needs access to a specific system or something on it, it is possible to look up all the job functions that provide that access permission. When the name of the permission is known, it can be found quickly using the search bar. When it is not known, however, it is possible to browse through all the access permissions within each system to find the correct one.

    To find a permission by browsing for it, open the user management access page. All access permissions will be grouped under the system they provide access to. First, select the system where access is needed from the list and then browse the permissions shown to find the one that is required.

    To see all the job functions that provide the access permission needed, click on it and select See Job Functions. The results page will open listing the related job functions. The additional information shown in the table can then be used to select the job function that best matches the user’s position.

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