A tenant admin uses the Manage Users page to add new users, delete users, edit the properties of existing users and download/upload a csv file containing user data. Click the Manage Users link to display the user list. To the right of each user name are icons described below.
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You can add additional tenant admins by clicking the icon. This creates a new user with the special permission required to login log in and manage the tenant. You cannot add this special tenant admin role to an existing user. This is the only way to to grant this special tenant admin permission.
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Edit Admin Users
There is also a short-cut shortcut to edit the initial tenant admin – click the button above the alphabet list to go directly to the initial tenant admin's edit page. You can also distinguish the initial tenant admin from non-admins because the initial tenant admin cannot be deleted so it does not have the
button. If you added additional tenant admins, the user list does not make it readily apparent that a user has that special admin access permission. Currently, the way to distinguish an admin is click admin is to click on each user's
button and see if the user has the Manage Tenant functions.
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- Make sure you are logged in as the tenant admin. Click the Manage Users link.
- Click the
download users csv file icon.
- This downloads a complete comma-separated file that includes the list of the users and their assigned roles in the current tenant. Roles that exist in the tenant but are not assigned to any users will not be included in the file. The fields are comma-separated. The following is an example:
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You will see this message with the number of roles and users that were created: "Users Loaded successfully. 3 Added, 1 Updated, 0 Deleted, 4 Roles Added." Uploading an empty users file displays the message "Users file is empty".
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CSV Upload Considerations
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The superuser admin, whose username is "admin" can add new superusers to the special d (default tenant). Note to login log in as the superuser enter the username admin@d (admin is the username and @d specifies the special default tenant). New Users added to the default tenant automatically become new superusers. This allows you to name additional superusers and then if you want you can disable the built-in superuser. To disable the build-it superuser named "admin" click the button above the alphabet list. This brings you directly to the build-in superuser admin's edit page, or you can click the
icon to the right of the admin name in the user list. Set the Enabled dropdown to false. This will prevent further logins by the built-in superuser named "admin". Note you cannot delete the built-in superuser named "admin". You can however delete any additional admin user you have created.
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If uploaded signatures do not display properly, try to open the image with the browser (Open With for Windows) off of the filesystem. The signature image may have errors. |
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Click the button next to any user in the users list to edit that user. You can perform functions such as adding/removing roles, resetting paswordspasswords, configuring the Max Attachment size per user, etc.
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The value of the Max size property of individual Upload controls overrides the value per user which overrides the max size property on the server level. All values must be specified in bytes. If a maximum file size is specified at the server level, the values in the user profile Max Attachment Size field and the Upload Control Max Size property cannot exceed the server max size.
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Logged in users can change their password using the Manage Personal Information link under My Account on the top right of the screen. Tenant and server admins can change their passwords by clicking on the icon from the 1063405492 Edit Admin Users screen.
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Password reset notifications sent via csv User upload and/or the Forgot Password process will expire after 24 hours. If the 24-hour window is exceeded, users can use the Forgot Password process to reset their password. |
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The superuser or tenant admin can disable a user. Disabling a user prevents that user from logging into the form server. If the user has the role frevvo.Designer (aka. was a designer user) the users' forms will become inaccessible to other users. Even if the forms were public users will get the error "This resource belongs to a disabled user". To disable a designer user but keep the form accessible, change the user's role from frevvo.designer to frevvo.readonly and set the Enabled dropdown back to true. In this case, when the user tries to login log in they will get the error "Login is currently disabled".
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- Before deleting a user, check that they do not have the frevvo.Designer role. You can check individually by editing the user from the Manage Users page. You can also use the CSV Download to see the roles for all users in a single document. You can also create a simple form with a business rule like this example to view all users with just the frevvo.Designer role in your tenant.
- You should also search the Task List as the Tenant Admin for tasks assigned to that user. If there are any pending tasks, you may wish to reset, reassign or abort them. See the Searching the Task List documentation for details. Note that if you perform this step after deleting the user, you can still search by user but you must type in the userid exactly - the Locked by User search field will not recognize partial text and offer this user as an option.
- After deleting a user, you will still be able to see submissions submitted by that user. Their user ID and name will appear in the submissions table, and their signatures are still visible on Submission Detail View. You can also search the submissions repository by that userid.
- If you have workflow step(s) assigned to the user, you must edit the workflow step(s) and change the assignment to a valid user. The forms will not show an error in edit mode, but any future instances will cause an Invalid Task Assignment notice to be sent to the tenant/workflow admin. The tenant or workflow admin will need to reassign that task. Keep in mind that if you have dynamic step assignments in your workflows, you may need to check these to ensure this user can no longer be selected. For example, you may have a list of users are set as dropdown options, and the step assignment is set based on the value of the dropdown at run time. If the deleted user is selected from the dropdown and a step is assigned to them, you will receive an Invalid Task Assignment.
- If the user has Access Control assignments on forms/workflows, those will still be visible. They are not valid, since the user no longer exists, but will not cause an error. You can remove such Access Control assignments at your convenience.
- Keep in mind that there may be other places in forms/workflows that you referenced this specific user, such as business rules, email messages, etc. If you think this may be the case you will need to look at each form/workflow to remove or change that information.
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