Most users are granted accounts in Non-Employee Risk Management using your SSO provider.
However, if you use the Collaboration service, you can grant some users accounts through portals you create. These are known as portal users.
You can manage both types of users within Non-Employee Risk Management, but they are managed separately.
Managing Lifecycle Users
On the Users page, you can review a list of the users in your environment, update existing users, or import new users.
Importing New Users
You can add new lifecycle users to your environment by importing a CSV file containing their information.
This CSV file must contain:
- The new user's name
- Their email address
- A username
- The value used for username must be unique among all users in your environment. If an imported file contains duplicate usernames or usernames that already exist in your system, those imported users will fail.
- To grant imported users a role, include a groups string column in your CSV file that corresponds to an existing user role. In the imported file, select Roles in the dropdown over that column.
To upload a user file, from the Admin console:
Select System > Users in the left navigation.
Select the CSV file containing your users. Select Open.
An Import Users dialogue box is displayed, including the columns from the CSV file.
Use the dropdown lists over the columns to select which columns contain the names, emails, and usernames for the imported users.
If your CSV file does not contain column headers, clear the Use first row of .csv file as column headers checkbox to ensure all users are imported correctly. Use the horizontal scroll bar to find all of the columns you uploaded with the CSV file.
The users you upload appear in the list of users. They can be edited and used in workflows as needed.
In order to sign in and manage non-employees in your system, imported users must be granted a role either using a groups string in the imported file or using an entitlement from your SSO provider.
Enabling and Disabling Users
To view, enable, and disable users, from the Admin Console:
Select System in the left navigation.
Three tabs are displayed at the top of the users table:
- Active - The default tab. Displays all active, or enabled, users.
- Pending - Displays all users that have been invited but that haven't signed in.
- Disabled - Displays all inactive, or disabled, users.
Select the checkbox beside the users you want to edit. To select all users in the list, select the checkbox next to the USER ACCOUNTS header.
The Actions button is displayed at the top of the screen.
Select the ellipsis icon next to Actions button to display the available actions.
Select an action:
- Enable - Immediately activates the selected users.
- Disable - Immediately deactivates the selected user.
The users are updated and moved to the appropriate tabs.
Updating a User
To view and update a specific user, from the Admin Console:
Select System in the left navigation.
In the bottom table, select the user to view/edit
The user's details are displayed, including the user’s full name, status, and avatar.
Hovering over the avatar image will display the edit icon. Select the edit icon to update the user's avatar image. This will also change the avatar the user sees when they are signed in.
If the user is enabled, the top of the page displays the disable user button. If the user is disabled, the top of the page displays the enable user button.
By default, the user's page displays 4 tabs.
- MANAGED USERS
Other tabs might be displayed based on which profile types the user can manage.
The INFO tab is the default view of the Users page. It displays basic information about the user.
- User Info - Displays the user’s Name, Email, and Title. These values are imported from the connected directory service and are not editable through the Admin console.
- Roles - Displays any Lifecycle group roles associated with that user. Selecting a role directs administrators to the applicable User Roles page. Review User Roles for more information.
The MANAGERS tab lists the managers assigned to that user. Administrators can manually add or delete a user’s manager. These managers can be used in workflows when a task needs to be reassigned.
To manually add a manager:
In the user details page, in the Add manager field, search for a manager by their username or email address. Select a name.
The selected user is added to list of managers. You can add multiple managers if necessary.
To manually delete a manager:
Select the delete icon next to the manager. The selected user is removed from the list.
The MANAGED USERS tab lists the direct reports of the selected user. Administrators can manually add or delete a managed user. These managed users are part of a reporting hierarchy that allows workflow tasks to be reassigned to managers.
To manually add a managed user:
In the user details page, in the Add managed user field, search for a user by their username or email address. Select a name.
The selected user is added to the list. You can add multiple managed users if necessary.
To manually delete a managed user:
Select the delete icon next to the user. The selected user is removed from the list.
The GROUPS tab lists the groups provided by the identity provider the user comes from.
In addition to the 4 default tabs, the user details page displays a tab for each profile type for which the user is either an owner or contributor. The available profile type tabs vary depending on what the user can access.
Managing Portal Users
On the Users page in the Collaboration tab, you can view and edit Portal users who have registered with or authenticated into your tenant.
To assign and manage portal users' roles, refer to Managing Collaboration User Roles.
From the Admin Console:
Select Collaboration in the left navigation.
Select Portals Users.
The tabs at the top of the portal users table are:
- All: (default) displays all portal users whether they are active or disabled.
- Active: displays only the portal users that are marked as active.
- Disabled: only the portal users that are marked as disabled. These portal users no longer have access to the portal.
Selecting the checkbox next to an individual portal user, enables the Actions functionality. Selecting the checkbox next to the PORTAL USERS header, selects all portal users in that status.
Once a portal user or multiple portal users are selected, perform an action by:
Selecting the ellipsis next to Actions header to display the available actions.
Select the appropriate action to apply.
- Disable: deactivates the selected portal users.
- Enable: activates the selected portal users.
Enabling an already Active portal user has no effect.