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.
If you are logged in as the superuser admin you must first click the Manage Tenants link to display the list of tenants. Then click the 
button to manage users/roles for the desired tenant. Then click the Manage Users link.
Add New User
Create new tenant users on the Manage Users page.
Click add new user icon at the top of the user list.
- Complete the new user form.
User names can contain characters, numbers, dot (.), hyphen (-) and the underscore (_). User names can only be started with a character, number or underscore (_) as the first first character. Max length is 50 characters.
- Change Password on Next Login is checked by default. recommends keeping this checked for best security practices. Users will be prompted to enter a new password that meets strength requirements on their first login.
- Assign roles to the user. NOTE: Assign the special role frevvo.Designer to any user who needs permission to create forms and workflows.
- You can assign multiple roles to any user by clicking the "+" icon
- Assign a reports to for any user who needs to route a form they fill in to their manager. For example a PTO request.
- Submit the form
The Reports To field is a ComboBox. Begin typing the userid of the person this user reports to and a list of matching users displays. Select the Role and Enabled field values from the Dropdown choices.
Add Tenant Admin
You can add additional tenant admins by clicking the icon. This creates a new user with the special permission required to login 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.
If you want to disable a tenant admin, edit that user by clicking the button and add the frevvo.ReadOnly role. You can also delete all tenant admins except the initial tenant admin. The initial tenant admin is created when you create the tenant. One common case is that you need to remove admin access to a person who initially had that permission via the initial tenant admin. To do this:
- Create a new tenant admin
- Edit the original tenant admin and add the role frevvo.ReadOnly
Edit Admin Users
There is also a short-cut 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 on each user's
button and see if the user has the Manage Tenant functions.
CSV Upload of Users and Roles
customers that have a large number of users with assigned roles, may need to import these (userids/roles) into . provides the ability to perform a bulk import of user data.
Only tenant admins may import user data and associated roles. The upload/download users links are available for tenants using all security managers. This feature is useful when creating/migrating a tenant that uses the LDAP or SAML Security managers.
Download Users and Roles
- 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:
The first row contains the column names. Descriptions of the field/column names in the file are listed in the table:
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Either blank or 'DELETE'. If DELETE then the user will be removed. Otherwise, the user is updated if it exists or inserted as necessary.
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- Although csv files can be opened in other programs, they are best viewed through some kind of spreadsheet program. Here is the file when it is opened with Excel:
Upload Users csv file
Downloading the user csv file will provide you with the format needed to import users and their associated roles into . Once you have your csv file ready, follow these steps to upload it:
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Make sure you are logged in as the tenant admin. Click the Manage Users link.
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notifyIfNewUser determines when a password reset notification is sent to a user.
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- Click the Load button, the system uploads the same data again from the file. Another validation is performed and if still no error, the users are loaded individually or deleted if specified in the transaction column of the file. Roles are also inserted as necessary.
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".
Updating Users and Roles using a CSV file
Once your csv file has been uploaded, it is very easy to update User and Role information. It is not necessary to reload your entire csv file every time you need to make changes. Simply create a csv file, with the proper format, that contains only the information that you want to change.
Existing users will be updated with the new information if you upload modified versions of your csv file.
For example, let's say you have 19 users in your tenant. You want to change the last name of an existing user, and add a new user (mary) who will have the new role of (Coordinator).
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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 frevvo user list. To the right of each user name are icons described below.
If you are logged in as the superuser admin you must first click the Manage Tenants link to display the list of tenants. Then click the button to manage users/roles for the desired tenant. Then click the Manage Users link.
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If you are using the LDAP, Azure, or SAML Security Manager you will have limited Manage Users options via the frevvo UI. For example, you may only see the Log in As icon and not the Edit icon. In this case, please manage user details via your IDP instead. |
Add New User
Create new tenant users on the Manage Users page.
Click add new user icon at the top of the user list.
- Complete the new user form.
User names can contain characters, numbers, dot (.), hyphen (-) and the underscore (_). User names can only be started with a character, number or underscore (_) as the first first character. Max length is 50 characters.
- Change Password on Next Login is checked by default. frevvo recommends keeping this checked for best security practices. Users will be prompted to enter a new password that meets strength requirements on their first login.
- Assign roles to the user. NOTE: Assign the special role frevvo.Designer to any user who needs permission to create forms and workflows.
- You can assign multiple roles to any user by clicking the "+" icon
- Assign a reports to for any user who needs to route a form they fill in to their manager. For example a PTO request.
- Submit the form
The Reports To field is a ComboBox. Begin typing the userid of the person this user reports to and a list of matching users displays. Select the Role and Enabled field values from the Dropdown choices.
Add Tenant Admin
You can add additional tenant admins by clicking the icon. This creates a new user with the special permission required to login 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.
If you want to disable a tenant admin, edit that user by clicking the button and add the frevvo.ReadOnly role. You can also delete all tenant admins except the initial tenant admin. The initial tenant admin is created when you create the tenant. One common case is that you need to remove admin access to a person who initially had that permission via the initial tenant admin. To do this:
- Create a new tenant admin
- Edit the original tenant admin and add the role frevvo.ReadOnly
Edit Admin Users
There is also a short-cut 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 on each user's
button and see if the user has the Manage Tenant functions.
CSV Upload of Users and Roles
frevvo customers that have a large number of users with assigned roles, may need to import these (userids/roles) into frevvo. frevvo provides the ability to perform a bulk import of user data.
Only tenant admins may import user data and associated roles. The upload/download users links are available for tenants using all security managers. This feature is useful when creating/migrating a tenant that uses the LDAP or SAML Security managers.
Download Users and Roles
- Make sure you are logged in as the tenant admin. Click the Manage Users link.
- Click the
- 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:
The first row contains the column names. Descriptions of the field/column names in the file are listed in the table:
| Field/Column Name | Description |
|---|---|
| userId | The unique user id used for login. Required |
| tenant | The tenant identifier is optional. If not supplied, it defaults to the current tenant. Attempts to upload users for another tenant shows a validation error. |
| firstName | User's first name. |
| lastName | User's last name. |
| User's email address. Required | |
| enabled | Set to 'true' to enable the user |
| reportsTo | The userId of the user that the user reports to, if any. |
| roles | A list of the user's roles, separated by the '|' character. Roles are inserted as necessary. Spaces are not allowed in role names. Role names cannot contain more than 100 characters. |
| transaction | Either blank or 'DELETE'. If DELETE then the user will be removed. Otherwise, the user is updated if it exists or inserted as necessary. |
| notifyIfNewUser | A value of 'true' will send an email to users prompting them to create a new password. A value of 'false' will not notify users. |
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- Although csv files can be opened in other programs, they are best viewed through some kind of spreadsheet program. Here is the file when it is opened with Excel:
Upload Users csv file
Downloading the user csv file will provide you with the format needed to import users and their associated roles into frevvo. Once you have your csv file ready, follow these steps to upload it:
Make sure you are logged in as the tenant admin. Click the Manage Users link.
- Click the
- Browse to your users csv file and then click Validate. User data is validated prior to successful import. You will see "Validating..." until the validation process is completed. It is useful to report the status especially if you are loading a large csv file. Once validation has succeeded without error, the Load button is enabled to allow the upload. When you click on the Load button, you will see "Loading...".
The image shows the the result of a validation that resulted in errors. Users data cannot be uploaded until the errors are corrected. The table showing the validation data is scrollable vertically when loading a large csv file. 
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notifyIfNewUser determines when a password reset notification is sent to a user.
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- Click the Load button, the system uploads the same data again from the file. Another validation is performed and if still no error, the users are loaded individually or deleted if specified in the transaction column of the file. Roles are also inserted as necessary.
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".
Updating Users and Roles using a CSV file
Once your csv file has been uploaded, it is very easy to update User and Role information. It is not necessary to reload your entire csv file every time you need to make changes. Simply create a csv file, with the proper format, that contains only the information that you want to change.
Existing users will be updated with the new information if you upload modified versions of your csv file.
For example, let's say you have 19 users in your tenant. You want to change the last name of an existing user, and add a new user (mary) who will have the new role of (Coordinator).
- Create a csv file with the changes - change the last name of a user and add a new line for a new user (mary) with the role of Coordinator.
- When you upload the modified file, you will see this message: "Users Loaded successfully. 1 Added, 1 Updated, 0 Deleted, 1 Roles Added". The existing user will be updated with the new last name, the role of Coordinator will be created and new user Pat will be added with that role.
- notifyNewUser for mary is set to TRUE, so Mary will receive an email to create her password.
.PNG?version=1&modificationDate=1594676058000&cacheVersion=1&api=v2&width=900)
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CSV Upload Considerations
The manual CSV upload has some considerations you should be aware of, especially if you need to upload a large number of users/roles.
- The CSV upload can handle up to 1,000 rows in a given upload action. If you need to upload a large number of users, we recommend breaking them up into multiple CSVs of 1,000 users or fewer.
- Return to the Manage Users page and click
Upload Users again after each successful upload operation.
- Return to the Manage Users page and click
- The "Reports To" column can only contain existing users. You should upload all of your users first, then re-upload the CSV(s) with the Reports To column filled.
- If you have a large number of users, the Manage Users page may display a user count of -1. This is a known issue we plan to resolve in a future release.
Troubleshooting
Current Tenant Validation Error
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Click
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If you use LDAP or a delegating or custom security manager to define your users frevvo users and their roles or groups, you do not see the New User icon on the Manage Users page. |
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The tenant admin can add/manage signature images for users frevvo users that is applied to all forms/workflows this user signs in place of his or her first and last name.
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- The default maximum size for attachments in the frevvo Cloud is 20 MB or 20971520 bytes. In-house customers can use the frevvo.attachment.maxsize property to configure the maximum size for attachments.
- The Reports To field is a ComboBox. Begin typing the userid of the person this user reports to and a list of matching users displays. Select the Role and Enabled DisableUsersfield values from the Dropdown choices.
- To save changes, click Submit. To cancel changes, click "Return to Manage Users" at the top of the page.
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There are three places to set the maximum size of attachments in frevvo.
- The server frevvo server can be configured with a configuration property to specify the maximum size for attachments. The upper limit for attachments in the frevvo Cloud is 20 MB. Uploading attachments greater than this value shows this error message:
- The tenant admin can set the maximum file size per user EditUsers by editing their profile. Add the value in bytes to the Max Attachment Size field on the Edit User screen.
The value in this field overrides the max size value configured on the server level, as long as it does not exceed that value. For example, if the Server was set for 20 MB and the user profile was configured for 15 MB, the user sees this error message when trying to upload a 30 MB attachment:
- Designers can specify the max file size per the Max Size property of individual Upload Controls. The image shows a 5 MB Max Size property specified for an Upload Control.
If a user uploads a file larger than 5 MB to this control, they will see this error
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Users can also click "Forgot Password" on the login screen to reset their own password. Passwords for tenant admins and the superuser (admin@d) for in-house installations can also be changed using this procedure. Remember, the user must have an email address configured in for frevvo for this method to work.
Logged in users can change their password using the Manage Personal Information ManagePersonalInformation 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 1063038273 EditAdminUsers screen.Manage Users
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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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You can delete users from the Manage Users page by clicking the
Remove User icon beside their name, or you can delete users using the CSV Upload method by entering DELETE into the transaction column for the user(s). However, recommends frevvo recommends using caution with this process. Here are some best practices to keep in mind.
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Designers will also see a link to Manage Production Forms here so the designer can easily manage their account from this screen.
If you are using spacesusing frevvo spaces, you can add a link to this screen to the space menu.