Managing Users[edit]


= Managing&nbsp;Users =

Depending upon how ICM is configured in your organization, there are two ways to create a new user in ICM.&nbsp;

1. Using the ''Create User'' tile on the UI

2. Adding the users in the Active Directory through technical configuration


== Create a New User ==

1.&nbsp;'''Click''' the ''Users'' tile on the ''User Administration'' page. The&nbsp;''Users'' page opens. This page displays the list of users and their details such as Name, Email ID, Organization Unit. You can also see the User’s Culture Code (Preferred language). ICM identifies user language from the value they have selected for language in ''Preferences''. On this page, you can view the User Details or replace a user.
<div class="image-green-border">[[File:Create a new user users page 7.8.png|1000px|Users Page]]</div> 
2.&nbsp;'''Click'''&nbsp;the&nbsp;''Create User'' tile on the ''Users'' page. The&nbsp;''Create User'' page opens.

The page consists of&nbsp; the following tabs:

*&nbsp;Details 
*&nbsp;Team 

Enter the information in each tab as follows and '''click''' ''Next'' to go to the next tab.

The ''Details'' tab is divided into two areas:

*&nbsp;Personal Details 
*&nbsp;Work Details 

'''Personal Details'''

{|
|-
! '''Field'''
! '''Action'''
|-
| First Name
| '''Type''' the first name of the user.
|-
| '''Last Name'''
| '''Type''' the last name of the user.
|-
| '''Email Address'''
| '''Type''' the e-mail address of the user.
|-
| '''Organization Unit'''
| '''Click'''&nbsp;the ''Organization Structure'' icon&nbsp;and '''select''' the organization unit of the user. 
&nbsp;

|-
| '''Type of user'''
| '''Select''' whether the user is ''Internal'' or ''External''. Internal users appear while you create internal approver rule and external users appear while you create external approver rule.
|-
| '''Is Administrator'''
| '''Select''' ''Yes'' if you want to set the user as an administrator. 
&nbsp;

|-
| '''Supervisor User'''
| '''Click'''&nbsp;the ''Add User'' icon&nbsp;to add supervisor. In the ''Select User'' dialog box, select supervisor user, and then '''click''' ''Add''. Alternatively, in the ''Search User'' box, type the name of the desired user, and then click the ''Magnifying glass'' icon. Use the scroll arrows to scroll through users.
|}

&nbsp;
<div class="note-box">'''Note''': The&nbsp;''Select User&nbsp;''dialog box displays the supervisors that are in the selected organization unit. Only active ICM users are displayed.</div> 
The user receives email notifications of access expiry in the following events:

{|
|-
! '''Field'''
! '''Action'''
|-
| '''Hierarchy Level'''
| '''Type''' or '''select''' a positive integer number. The number depends on your organization hierarchy. For example, for some organizations, hierarchy level one may be the top level while for some organizations hierarchy level 10 may be the top level.
|-
| '''Is Authorized Signatory'''
| Select '''Yes''' if you want the user to be authorized signatory for agreement. The user appears as internal or external signatory as follows: 
*'''Internal Signatory''': If the user type is Internal. 
*'''External Signatory''': If the user type is external. 

&nbsp;

|-
| '''Assign User Group'''
| '''Click'''&nbsp;the ''Add User'' icon&nbsp;to assign user group. In the ''Assign User Groups'' dialog box, '''select''' user group. '''Click''' ''Add''.
|-
| '''Assign Security Group'''
| '''Click''' the ''Add User''&nbsp;to assign security group. In the ''Assign Security Groups'' dialog box, '''click''' to select security group, and then '''click''' ''Add''.
|-
| '''Access Expiry Date'''
| '''Select''' the expiry date for the user. After this date the user access to ICM is disabled. 
'''Note''': If you are an administrator, you can change the access expiry date to a future date allowing the user to access ICM till the newly specified date.

|}

The user receives email notifications in the event of access expiry as follows:

*One day before the access expiry date. 
*After the user access expires. 
*If admin changes the access expiry date. 

{|
|-
! '''Event'''
! '''Subject Line'''
|-
| One day before the access expiry date
| ICM Notification: Access of User [FullName] is expiring on [AccessExpiryDate].
|-
| After the user access expires
| ICM Notification: Access of User [FullName] is expired on [AccessExpiryDate].
|-
| If admin changes the access expiry date
| ICM Notification: Access expiry date of user [FullName] is modified as [AccessExpiryDate].
|}

'''Work Details'''

Configure the attributes to display in the ''Work Details'' area as per the requirement of your organization. You can create these attributes in the Contract Type - Masterdata which is pre-configured according to the requirements of your organization.<br/> The list of attributes in the Masterdata type must have the attribute named User with the data type as User.<br/> Rest of the attributes vary as per the organizational requirements.

3.&nbsp;'''Click''' ''Next''. The ''Team'' tab opens.

4. '''Select '''the appropriate user as an Approver, and then '''click''' ''Add''.

5.&nbsp;'''Click''' ''Create''. The ''Users'' page appears that displays the user you have created.

== Editing an Existing User ==

You can modify the existing user account information whenever required.

To edit a user:<br/> 1. On the ''User Administration'' page, '''click''' the ''Users'' tile. The ''Users'' page opens displaying a list of existing users .

2. '''Click''' [[File:Eyeball.png|RTENOTITLE]] next to the desired user. The ''User Details'' page appears. The page displays the following tabs:

*'''Details''': Displays personal and work details of the user. 
*'''OrgGroups''': Displays the Organization Group the user is assigned to. 
*'''Security Groups''': Displays the Security groups the user is assigned to. 
*'''User Groups''': Displays the user groups the user is assigned to. 
*'''History''': Displays the history of all the changes done in the user details with date/time of change. 

3. '''Click''' ''Edit'''''&nbsp;'''to open the&nbsp;''Edit User'' page.

4. On the ''Details'' tab, edit the user information, if any, and '''click''' ''Next'' to open the ''Team'' tab.

5. On the ''Team'' tab, add or remove the team members, and then '''click''' ''Next'' to open the ''Org Groups'' tab

6. On the ''Org Groups'' tab, '''click''' [[File:Add icon.jpeg|RTENOTITLE]] next to ''Organization Group''. The ''Select Org Groups'' dialog box appears. List of already selected organization groups appears in the dialog box.

7. Under ''Select Org Groups'', '''click''' to select a group. Alternatively, in the ''Search'' box, '''type''' the name of the group, and '''click''' [[File:Search button.png|RTENOTITLE]].<br/> You can select new organization groups and remove those that user doesn't need to be a part of.

8. '''Click''' ''Add''. The selected user appears in the ''Org Groups'' tab.

9. '''Click''' ''Update''. The user information gets updated.

== Provisioning a&nbsp;User ==

Provision&nbsp;a user feature is used to enable an existing user to login to the system. The provisioned user can perform tasks as per the privileges assigned by the administrator.<br/> With ICM, you can provision users from the available list of users that are present in active directory.

To provision users:&nbsp;

1.&nbsp;'''Click&nbsp;'''the&nbsp;''User Administration&nbsp;''tile.&nbsp;
<div class="image-green-border">[[File:ICM Dashboard-7.8.png|RTENOTITLE]]</div> 
2.&nbsp;'''Click&nbsp;'''the&nbsp;''Users&nbsp;''tile. The&nbsp;''User Administration&nbsp;''page opens. Alternatively, go to the&nbsp;''User Groups&nbsp;''tile to select a user group.&nbsp;
<div class="image-green-border">[[File:UsersTile-7.8.png|RTENOTITLE]]</div> 
3. '''Click&nbsp;'''the&nbsp;''Provision Users&nbsp;''tile. The&nbsp;''Users&nbsp;''page opens and a list of users are displayed.&nbsp;
<div class="image-green-border">[[File:ProvisionUsers-7.8.png|RTENOTITLE]]</div> 
4.&nbsp;'''Select&nbsp;'''a user from the&nbsp;''Active Directory Users&nbsp;''list and move to the&nbsp;''Selected Users&nbsp;''list by clicking the right arrow. For example, AE User13.&nbsp;
<div class="image-green-border">[[File:SelectUser from ActiveDirectory Users.png|RTENOTITLE]]</div> 
5.&nbsp;'''Select '''the user from the ''Selected Users'' list to view or enter the ''Personal Details'' and ''Work Details'' of the user on the right hand side. For example, selecting AE User13 in the selected Users list will display the personal details such as ''First Name'',''Last Name'', ''Email Address, ''and so on of user AE User13.
<div class="image-green-border">[[File:View OrganizationUnit Details-7.8.PNG|RTENOTITLE]]</div> 
6.&nbsp;'''Click''' the&nbsp;[[File:Org.jpg|RTENOTITLE]] icon next to the ''Organization Unit'' field to view the organization unit details for the user AE User13. The Select Organization Unit window opens.

7.&nbsp;'''Select''' the ''Organization Unit'' for the user AE User13 from the organization chart. For example,''AutoProducts''.
<div class="image-green-border">[[File:Select OrganizationUnit 7.8.png|RTENOTITLE]]</div> 
8.&nbsp;'''Click''' ''OK'' to go back to the ''Provision User'' page. The value (''/Icertis/autoproducts) ''for the user AE User13 is now visible in the ''Organization Unit'' field.
<div class="image-green-border">[[File:Edit User-7.8.png|RTENOTITLE]]</div> 
9.'''Toggle '''the ''Is Administrator'' button on the Personal Details tab to ''Yes ''if you want to add the user as an Administrator.
<div class="image-green-border">[[File:Edit User Work Details tab-7.8.png|RTENOTITLE]]</div> 
10.&nbsp;'''Click''' ''Next''. The ''Work Details'' tab opens. You can view or enter the official details of the user such as ''Department Name'', ''Department Head'', ''Department Code'', and so on.

11.'''Click''' ''Save''. The ''User AE User13 saved in ICM successfully'' message is displayed.

12.&nbsp;'''Click''' ''OK''. The ''Users'' page opens. You can now view the record for the user AE User13 on the ''Users Index'' page.
<div class="image-green-border">[[File:View Record Users Indexpage-7.8.png|RTENOTITLE]]</div> 
13.&nbsp;'''Click''' ''View Record'' on the Users Index page to view the details or verify the team of the user AE User13.
<div class="image-green-border">[[File:View OrganizationUnit Details Select Ues7.8.png|RTENOTITLE]]</div> 
14. '''Select''' the ''Send for Approval ''button to get an approval for the user AE User 13. The ''User Detail'' page opens.

15.&nbsp;'''Click''' the ''Provision ''button to provision user AE User13 in ICM. The ''Add Note'' window opens.

16.&nbsp;'''Click''' the ''Add'' button after adding a note. The ''User Details'' page opens displaying the record for the user AE User13 with the status as ''Provisioned''.
<div class="image-green-border">[[File:Add Note-7.8.png|RTENOTITLE]]</div> 
== Replacing a User ==

ICM has a provision to replace&nbsp;User A&nbsp;with&nbsp;User B&nbsp;for a specific role. This may be necessary in several scenarios, such as User A was incorrectly assigned initially, an account may be delinquent for an extended period of time, or the owner is busy.

All tasks and actions that would otherwise have gone to User A (per his/her role), will now go to User B instead. Though User A is replaced by User B, they both will receive the notifications for the replacement happening.

For example, John has the roles of primary owner and approver. If he is replaced by Mary for the primary owner role, all tasks/actions for that role will be sent to Mary going forward. John will not receive any notifications at all. However, he will continue to have all the privileges of an approver and get all notifications for that role. The replacement of the user can be reversed anytime when required.

The replace user functionality is available in Agreements and Amendments, Requests and Associated Documents only. However, the replacement can happen in any state, as long as the&nbsp;''Replace User''&nbsp;&nbsp;icon&nbsp;is available. The replacement can be done by any user with the following roles having the replace user privilege:

*Primary owner 
*Contract admin 
*Secondary owner 
*Contributor 
*Observer 
*Business owner 

These roles cannot replace user:

*Approver 
*Deviation Approver 
*Internal Signatory 
*External Signatory 
*Reviewer 
*External Reviewer 
*Contract Requester 
*External User 

1.&nbsp;'''Click '''the ''Replace User'' button next to the record for the user that you want to deprovision. For example, Alon Carlton.&nbsp;You can search a user on the Replace User window.
<div class="image-green-border">[[File:Replace User-7.8.png|RTENOTITLE]]</div> 
2.&nbsp;'''Select''' an Action(s). For example, Agreement Team, Template Team, and so on.

3.&nbsp;'''Select''' the user that you want to replace. For example, Alan Carlton.

4.&nbsp;'''Click '''the ''Replace User'' button. A popup Information Message is displayed indicating that the ''User replace request is submitted and check back after you receive a notification email''.
<div class="image-green-border">[[File:User ReplaceRequest-7.8.png|RTENOTITLE]]</div> 
5.&nbsp;'''Click&nbsp;'''''OK.&nbsp;''

6. When you receive the notification email, the user will be replaced.
<div class="image-green-border">[[File:Select User to replace.png|RTENOTITLE]]</div> 
== Deprovisioning a User ==

It is imperative to replace the user in ICM before deprovisioning.

To deprovision a user:&nbsp;

1.&nbsp;'''Click&nbsp;'''''View Record&nbsp;''on the ''Users Index'' page to select a provisioned user or verify the team of the user AE User13.

2.&nbsp;'''Click''' the&nbsp;''Deprovision'' button. A popup Information Message opens indicating that it is necessary to initiate the Replace User activity to replace the de-provisioned user in ICM.
<div class="image-green-border">[[File:User ReplaceRequest-7.8.png|RTENOTITLE]]</div> 
3.&nbsp;'''Click''' ''OK''. The ''Add Note'' window opens. You can add a note to indicate the reason for deprovisioning the user or the user group.

4.&nbsp;'''Select''' a ''Reason Code'' from the drop-down list.

5.&nbsp;'''Click''' ''Add ''to add the note. The ''Users'' page opens.
<div class="image-green-border">[[File:Add NoteText-7.8.png|RTENOTITLE]]</div> 
6.&nbsp;'''Click '''the ''Deprovision'' button. The user is now deprovisioned.
<div class="image-green-border">[[File:DeProvisionUser-7.8.png|RTENOTITLE]]</div> 
= Adding a Secondary Owner =

== Adding a Secondary Owner using the ICM User Interface ==

The Secondary Owner can be a user or a user group. The user group can either be Administrator group or a combination of an Administrator and Non-Administrator user.

To add a Secondary Owner using the ICM UI:

1.&nbsp;'''Click''' ''View Record'' on the ''Users Index'' page to select a provisioned user or verify the team of the user AE User13.
<div class="image-green-border">[[File:Users Team-7.8.png|RTENOTITLE]]</div> 
2. '''C''''''lick''' the ''Add&nbsp;&nbsp;[[File:Add.PNG|RTENOTITLE]]&nbsp;''icon next to Team. A window opens to select a role for the searched user.

3.&nbsp;'''Enter''' the details of the user in the ''Search User'' field. For example, AE User13.

4.&nbsp;'''Click''' the ''Select Role'' arrow and a drop-down with a list of roles is displayed.

5.&nbsp;'''Select''' ''Secondary Owner'' from the drop-down.
<div class="image-green-border">[[File:Select Secondary Owner-7.8.png|RTENOTITLE]]</div> 
6.&nbsp;'''Click''' ''Add ''to add the selected user as a ''Secondary Owner'' to the Team. The User AE User13 will now be displayed as a Secondary Owner on the ''User Index'' and the ''User Details'' pages.
<div class="image-green-border">[[File:Add SecondaryOwner 7.8.png|RTENOTITLE]]</div> 
== Adding a Secondary Owner using Excel Add-in&nbsp; ==

You can also use Excel Add-in to add users or user groups as Secondary Owners using the configuration displayed in the user Team.

To verify that the Secondary Owner has got the privileges to update the user details:

1.&nbsp;'''Select''' the Entity on the ribbon.

2.&nbsp;'''Select''' the Action for which you want to populate the Excel Workbook.

3.&nbsp;'''Click''' ''Populate Workbook'' on the Excel Add-in. This opens a popup indicating that it will populate the Workbook for the selected action.

4.&nbsp;'''Click''' ''Yes''. The Workbook will be populated with the user information such as ''Name, Last Name, Email Id, External UPN, Organization Unit, Secondary Owner'' and so on.
<div class="note-box">'''Note''':&nbsp;The Secondary Owner displays the users that are Administrators and user groups that have at least 1 user as an Administrator. You can also add multiple users by using the multi-choice option.</div> 
&nbsp;
<div class="image-green-border">[[File:Add ScondaryOwner using Excel-Add-in-7.8.png|RTENOTITLE]]</div> 
5.&nbsp;'''Click''' ''Validate'' to validate the user information. The ''Validation Successful'' message is displayed.

6. '''Click''' ''OK''. The ''Progress Status'' popup is displayed showing the progress of the user creation process.

7. The ''User Created Successfully ''message is displayed on creation of the user.

8.&nbsp;'''Click''' ''OK''.

9. Go to the ''Users'' page on ICM. The user provisioned using Excel Add-in is displayed in the grid with a status ''Created''.

10.&nbsp;'''Click''' the ''View Record'' button for the user. The ''User Detail'' page opens.

11. Go to the ''Team'' tab. The user provisioned using Excel Add-in is displayed as a ''Secondary Owner''.

== Adding a Secondary Owner using Legacy Upload&nbsp; ==

1.&nbsp;'''Click''' the ''User Administration ''tile on the Dashboard.

2.&nbsp;'''Click''' the ''Admin Task ''tile. The ''Admin Task ''page opens.

3.&nbsp;'''Select '''the''Legacy Upload'' task from the list. The ''Legacy Upload'' page opens.

4. To provision a user using the legacy upload option, the following files are required:

*''A Mapping file&nbsp;:&nbsp;''The users that are going to be provisioned using the data file are entered in the mapping file. It contains information such as the ''Contract Type Name, User Information ''such as''Email ID'' (Primary Key), and so on. It also contains the path from where the data file will pick up information. 
*''A Data file'' – Includes user information such as Name, Last name, Email ID (of the user that will be provisioned using Legacy Upload, and so on. 

Let's consider an example,&nbsp;

1. Create a batch with automationuser5 as the user, and Admin as a user group.

2. Create a batch file and upload the mapping file fist.

3. Upload the data file. The batch file is scheduled. It will be ''Executed'' when the batch is run from ICM.

4. Go to Legacy Upload and see how to upload the document.&nbsp;

== User entity supporting the Secondary Owner role ==

The ''Secondary Owner'' has now been extended to User Entity for a user or user groups. This makes it easier for the Administrator to make the required changes for a user or user groups, instead of having to login multiple times to do so. You need to configure actions for User Information entity and Secondary Owner via Role Action Mapping on the user interface.

The Secondary Owner can be added to the User Entity:

*Through a configuration key 
*From the ICM user interface 
*Using Excel Add- in 
*Using Legacy Upload 
<div class="image-green-border">[[File:Select Secondary Owner-7.8.png|RTENOTITLE]]</div> 
&nbsp;

&nbsp;

&nbsp;

'''Related Topics: '''[[Agreement_Management|Agreement Management]] |&nbsp;[[Managing_Organization|Managing Organization]]&nbsp;| [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Deleting_an_Agreement|Deleting an Agreement]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]]&nbsp;|