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 DocuPhase Forms 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.

If you are using the LDAP, Azure, or SAML Security Manager you will have limited Manage Users options via the DocuPhase Forms 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 v11.3 Add User icon.PNG 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. DocuPhase Forms 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 v11.3 Add admin user icon.PNG icon. This creates a new user with the special permission required to log in and manage the tenant. You cannot add this special tenant admin role to an existing user. This is the only way to grant this special tenant admin permission.

If you want to disable a tenant admin, edit that user by clicking the v11.3 Edit User icon.PNG edit user icon 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 shortcut to edit the initial tenant admin – click the ‘edit admin user’ v11.3 Edit Admin user icon.PNG icon 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 v11.3 Delete User icon.PNG 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 to click on each user's v11.3 User Homepage icon.PNG 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 DocuPhase Forms. DocuPhase Forms 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:

Field/Column Name	Description

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.
email	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.
taskNotification	The user's task notification preference. The options are "OFF" or "Email"; if left blank or if this column is not used, this will default to "Email".
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.

notifyIfNewUser determines when a password reset notification is sent to a user.

'true' will notify new users and any current user that does not have a password. The password reset link will expire in 24 hours.
'false' will not send a notification, even if the user is new or does not have a password. This allows tenant admins to set up and manage users in a test tenant, and notify them for access later.

To include a ',' (comma) in a field, escape it with a leading '\' character. To include a '|' (bar) in a role name, escape it with a leading '\' char.
To delete a user, enter DELETE into the transaction column of the file for that user. The user id and tenant fields are required for successful deletion. The message "Attempting to delete non-existing userId. It will be ignored." displays if the user id does not exist.
To delete all roles for a user, leave the roles column blank. See Updating Users and Roles using a CSV file for more information.

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 DocuPhase Forms. 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 upload users csv icon.

Browse to your users csv file and then click Validate and Load. User data is validated prior to successful import. You will see "Loading..." until the validation and loading process is completed.