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= Managing Users =
 
= Managing Users =
  
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Depending upon how ICM is configured in your organization, there are two ways to create a new user in ICM. 
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Depending upon how ICI is configured in your organization, there are two ways to create a new user in ICI.   
  
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1. Using the ''Create User'' tile on the UI
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1. Using the "Create User" tile on the UI
  
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2. Adding the users in the Active Directory through technical configuration
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2. Adding the users in the Active Directory through technical configuration.
  
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== Create a New User ==
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The user administrators can set the preferences as default for users according to their locations or offices they work in, while creating or editing a user. This reduces the end user’s efforts of setting up the ICI account with required parameters after first log-in and presents the system with appropriate and specific pre-settings.   
  
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1. '''Click''' the ''Users'' tile on the ''User Administration'' page. The ''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.
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<br/> Administrator can:&nbsp;
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<div class="image-green-border">[[File:Create a new user users page 7.8.png|1000px|Users Page]]</div>
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2.&nbsp;'''Click'''&nbsp;the&nbsp;''Create User'' tile on the ''Users'' page. The&nbsp;''Create User'' page opens.
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*Set and manage preferences for single user through single user update and for multiple users through bulk process.
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*View preference settings modifications details in the history tab for audit.&nbsp;
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*Search users based on parameters related to preference settings.
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With the pre-set preferences by Administrators, standard ICI users can:&nbsp;
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*Access the ICI system with appropriate details as default after first login.&nbsp;
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*Override the default preference settings as per individual preferences
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&nbsp;
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== Create a New User&nbsp; ==
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1.&nbsp;'''Click''' the Users tile on the "Admin" 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). ICI 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">2.&nbsp;'''Click'''&nbsp;the&nbsp;Create User tile on the Users page. The&nbsp;Create User page opens.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Muser1.png|600px|Muser1.png]]</div>
 
The page consists of&nbsp; the following tabs:
 
The page consists of&nbsp; the following tabs:
  
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*&nbsp;Details  
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*Details  
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*&nbsp;Team  
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*Preferences
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*Team  
  
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Enter the information in each tab as follows and '''click''' ''Next'' to go to the next tab.
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'''Enter''' the information in each tab as follows and '''click''' Next to go to the next tab.
  
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The ''Details'' tab is divided into two areas:
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The Details tab is divided into two areas:
  
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*&nbsp;Personal Details  
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*Personal Details  
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*&nbsp;Work Details  
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*Work Details  
  
 
'''Personal Details'''
 
'''Personal Details'''
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|-
 
|-
 
! '''Field'''
 
! '''Field'''
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! '''Action'''
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! style="text-align: left;" | '''&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;Action'''
 
|-
 
|-
 
| First Name
 
| First Name
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| '''Type''' the first name of the user.
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| '''Type'''&nbsp;the first name of the user.
 
|-
 
|-
 
| '''Last Name'''
 
| '''Last Name'''
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| '''Type''' the last name of the user.
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| '''Type'''&nbsp;the last name of the user.
 
|-
 
|-
 
| '''Email Address'''
 
| '''Email Address'''
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| '''Type''' the e-mail address of the user.
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| '''Type'''&nbsp;the e-mail address of the user.
 
|-
 
|-
 
| '''Organization Unit'''
 
| '''Organization Unit'''
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| '''Click'''&nbsp;the ''Organization Structure'' icon&nbsp;and '''select''' the organization unit of the user.  
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| '''Click'''&nbsp;the&nbsp;Organization Structure&nbsp;icon&nbsp;and&nbsp;'''select'''&nbsp;the organization unit of the user.  
 
&nbsp;
 
&nbsp;
  
 
|-
 
|-
 
| '''Type of user'''
 
| '''Type of user'''
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| '''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.
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| '''Select'''&nbsp;whether the user is&nbsp;Internal&nbsp;or&nbsp;External. Internal users appear while you create internal approver rule and external users appear while you create external approver rule.
 
|-
 
|-
 
| '''Is Administrator'''
 
| '''Is Administrator'''
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| '''Select''' ''Yes'' if you want to set the user as an administrator.  
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| '''Select'''&nbsp;Yes&nbsp;if you want to set the user as an administrator.  
 
&nbsp;
 
&nbsp;
  
 
|-
 
|-
 
| '''Supervisor User'''
 
| '''Supervisor User'''
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| '''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.
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| '''Click'''&nbsp;the&nbsp;Add User&nbsp;icon&nbsp;to add supervisor. In the&nbsp;Select User&nbsp;dialog box, select supervisor user, and then&nbsp;'''click'''&nbsp;Add. Alternatively, in the&nbsp;Search User&nbsp;box, type the name of the desired user, and then click the&nbsp;Magnifying glass&nbsp;icon. Use the scroll arrows to scroll through users.
 
|}
 
|}
  
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&nbsp;
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'''Note''': The&nbsp;Select User&nbsp;dialog box displays the supervisors that are in the selected organization unit. Only active ICI users are displayed.
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<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>
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The user receives email notifications of access expiry in the following events:
 
The user receives email notifications of access expiry in the following events:
  
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|-
 
|-
 
| '''Hierarchy Level'''
 
| '''Hierarchy Level'''
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| '''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.
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| '''Type'''&nbsp;or&nbsp;'''select'''&nbsp;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'''
 
| '''Is Authorized Signatory'''
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| Select '''Yes''' if you want the user to be authorized signatory for agreement. The user appears as internal or external signatory as follows:  
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| Select&nbsp;'''Yes'''&nbsp;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.  
 
*'''Internal Signatory''': If the user type is Internal.  
 
*'''External Signatory''': If the user type is external.  
 
*'''External Signatory''': If the user type is external.  
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|-
 
|-
 
| '''Assign User Group'''
 
| '''Assign User Group'''
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| '''Click'''&nbsp;the ''Add User'' icon&nbsp;to assign user group. In the ''Assign User Groups'' dialog box, '''select''' user group. '''Click''' ''Add''.
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| '''Click'''&nbsp;the&nbsp;Add User&nbsp;icon&nbsp;to assign user group. In the&nbsp;Assign User Groups&nbsp;dialog box,&nbsp;'''select'''&nbsp;user group.&nbsp;'''Click'''&nbsp;Add.
 
|-
 
|-
 
| '''Assign Security Group'''
 
| '''Assign Security Group'''
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| '''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''.
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| '''Click'''&nbsp;the&nbsp;Add User&nbsp;to assign security group. In the&nbsp;Assign Security Groups&nbsp;dialog box,&nbsp;'''click'''&nbsp;to select security group, and then&nbsp;'''click'''&nbsp;Add.
 
|-
 
|-
 
| '''Access Expiry Date'''
 
| '''Access Expiry Date'''
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| '''Select''' the expiry date for the user. After this date the user access to ICM is disabled.  
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| '''Select'''&nbsp;the expiry date for the user. After this date the user access to ICI is disabled.  
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'''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.
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'''Note''': If you are an administrator, you can change the access expiry date to a future date allowing the user to access ICI till the newly specified date.
  
 
|}
 
|}
  
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The user receives email notifications in the event of access expiry as follows:
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'''Work Details'''
  
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*One day before the access expiry date.  
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Configure the attributes to display in the&nbsp;Work Details&nbsp;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.
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*After the user access expires.  
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*If admin changes the access expiry date.  
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{|
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3.&nbsp;'''Click'''&nbsp;Next. The&nbsp;Preferences&nbsp;tab opens.
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|-
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! '''Event'''
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! '''Subject Line'''
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|-
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| One day before the access expiry date
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| ICM Notification: Access of User [FullName] is expiring on [AccessExpiryDate].
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|-
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| After the user access expires
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| ICM Notification: Access of User [FullName] is expired on [AccessExpiryDate].
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|-
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| If admin changes the access expiry date
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| ICM Notification: Access expiry date of user [FullName] is modified as [AccessExpiryDate].
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|}
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'''Work Details'''
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The&nbsp;Preferences&nbsp;tab contains&nbsp;User Settings&nbsp;and&nbsp;Locale Settings, through which Administrators can set the default preferences for a user. For example, Language as English (United States).<br/> The details are pre-populated based on the&nbsp;Type of User&nbsp;selected on the&nbsp;Details&nbsp;tab. The&nbsp;Theme&nbsp;color&nbsp;is pre-selected as per the&nbsp;Default User&nbsp;Theme&nbsp;or&nbsp;External User Default&nbsp;Theme&nbsp;set in&nbsp;User&nbsp;Theme&nbsp;of&nbsp;Application Settings&nbsp;for the selected&nbsp;Type of User.
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<div class="image-green-border">[[File:MU123.PNG|600px|MU123.PNG]]</div>
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When the user sets the individual preferences, the settings will override the default preferences settings and will reflect in this&nbsp;Preferences&nbsp;tab for&nbsp;Edit User&nbsp;wizard.
  
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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.
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4.&nbsp;'''Edit'''&nbsp;the details as required.
  
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3.&nbsp;'''Click''' ''Next''. The ''Team'' tab opens.
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5.&nbsp;'''Click'''&nbsp;Next. The&nbsp;Team&nbsp;tab opens.
  
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4. '''Select '''the appropriate user as an Approver, and then '''click''' ''Add''.
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6.&nbsp;'''Select&nbsp;'''the appropriate user as an Approver, and then&nbsp;'''click'''&nbsp;Add.
  
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5.&nbsp;'''Click''' ''Create''. The ''Users'' page appears that displays the user you have created.
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7.&nbsp;'''Click'''&nbsp;Create. The&nbsp;Users&nbsp;page appears that displays the user you have created.
  
 
== Editing an Existing User ==
 
== Editing an Existing User ==
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You can modify the existing user account information whenever required.
 
You can modify the existing user account information whenever required.
  
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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 .
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'''To edit a user:'''
  
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2. '''Click'''&nbsp;the ''View Record'' iocn&nbsp;next to the desired user. The ''User Details'' page appears. The page displays the following tabs:
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<br/> 1. On the "Admin" page, '''click''' the Users tile. The Users page opens displaying a list of existing users .
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2. '''Click'''&nbsp;the View Record iocn&nbsp;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.  
 
*'''Details''': Displays personal and work details of the user.  
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*'''History''': Displays the history of all the changes done in the user details with date/time of change.  
 
*'''History''': Displays the history of all the changes done in the user details with date/time of change.  
  
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3. '''Click''' ''Edit'''''&nbsp;'''to open the&nbsp;''Edit User'' page.
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3. '''Click''' Edit'''&nbsp;'''to open the&nbsp;Edit User page.
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4. On the Details tab, edit the user information, if any, and '''click''' Next to open the Team tab.
  
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4. On the ''Details'' tab, edit the user information, if any, and '''click''' ''Next'' to open the ''Team'' tab.
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5. On the Team tab, add or remove the team members, and then '''click''' Next to open the Org Groups tab
  
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5. On the ''Team'' tab, add or remove the team members, and then '''click''' ''Next'' to open the ''Org Groups'' tab
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6. On the Org Groups tab, '''click'''&nbsp;the Add icon&nbsp;next to Organization Group. The Select Org Groups dialog box appears. List of already selected organization groups appears in the dialog box.
  
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6. On the ''Org Groups'' tab, '''click'''&nbsp;the ''Add ''icon&nbsp;next to ''Organization Group''. The ''Select Org Groups'' dialog box appears. List of already selected organization groups appears in the dialog box.
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7. Under Select Org Groups, '''click''' to select a group. Alternatively, in the Search box, '''type''' the name of the group, and '''click'''&nbsp;the Search icon.
  
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7. Under ''Select Org Groups'', '''click''' to select a group. Alternatively, in the ''Search'' box, '''type''' the name of the group, and '''click'''&nbsp;the ''Search ''icon.<br/> You can select new organization groups and remove those that user doesn't need to be a part of.
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<br/> You can select new organization groups and remove those that user doesn't need to be a part of.
  
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8. '''Click''' ''Add''. The selected user appears in the ''Org Groups'' tab.
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8. '''Click''' Add. The selected user appears in the Org Groups tab.
  
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9. '''Click''' ''Update''. The user information gets updated.
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9. '''Click''' Update. The user information gets updated. &nbsp;
  
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== Provisioning a&nbsp;User ==
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== Provisioning a&nbsp;User&nbsp; ==
  
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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.
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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 ICI, you can provision users from the available list of users that are present in active directory.
  
 
To provision users:&nbsp;
 
To provision users:&nbsp;
  
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1.&nbsp;'''Click&nbsp;'''the&nbsp;''User Administration&nbsp;''tile.&nbsp;
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1.&nbsp;'''Click&nbsp;'''the&nbsp;User Administration&nbsp;tile.&nbsp;
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<div class="image-green-border">[[File:ICM Dashboard-7.8.png|RTENOTITLE]]</div>
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<div class="image-green-border">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> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">3. '''Click&nbsp;'''the&nbsp;Provision Users&nbsp;tile. The&nbsp;Users&nbsp;page opens and a list of users are displayed.&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Muser 3.png|600px|Muser 3.png]]</div>  
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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;
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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, src buyer 01&nbsp;
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<div class="image-green-border">[[File:UsersTile-7.8.png|RTENOTITLE]]</div>  
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<div class="image-green-border">[[File:Muser 4.png|600px|Muser 4.png]]</div>  
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3. '''Click&nbsp;'''the&nbsp;''Provision Users&nbsp;''tile. The&nbsp;''Users&nbsp;''page opens and a list of users are displayed.&nbsp;
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5.&nbsp;'''Select '''the user from the Selected Users list to view or enter the Personal Details and Work Details, Preferences&nbsp;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 src buyer 01
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<div class="image-green-border">[[File:ProvisionUsers-7.8.png|RTENOTITLE]]</div>  
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<div class="image-green-border">[[File:Muser 5.png|600px|Muser 5.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">6.&nbsp;'''Click''' the Organization Structure&nbsp;icon next to the Organization Unit field to view the organization unit details for the user.&nbsp;The Select Organization Unit window opens.</div>
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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;
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7.&nbsp;'''Select''' the Organization Unit for the user AE User13 from the organization chart. For example,&nbsp;AutoProducts.
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<div class="image-green-border">[[File:SelectUser from ActiveDirectory Users.png|RTENOTITLE]]</div>  
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<div class="image-green-border">[[File:Muser 6.png|800px|Muser 6.png]]</div>
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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.
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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.
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<div class="image-green-border">[[File:View OrganizationUnit Details-7.8.PNG|RTENOTITLE]]</div>  
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<div class="image-green-border">9.&nbsp;'''Toggle '''the Is Administrator button on the Personal Details tab to Yes if you want to add the user as an Administrator.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Muser 7.png|800px|Muser 7.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">10. '''Click '''Next. The Preferences tab opens.&nbsp;The details are pre-populated based on the Type of User selected on the Details tab.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Muser 8.png|800px|Muser 8.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">11. '''Set '''or edit the details for User Settings and Locale Settings. For example, Language as English (United States).&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">ICI supports localization to better connect with global customers by translating values in local languages using its Translations Editor&nbsp;tool.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">The ICI UI will display localized values in the selected language across ICI for: *Alias Master *Status and Business Status *Type of paper *Signature Type and Signature Sequence *Choice and Multi-choice attributes *Contract Type Description *Default text in the search field *Notification Category and Events *Reason Codes *Association entities assembled as a file, table or saved search as a table in a single as well as bilingual template.&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">The localization covers data types such as Masterdata Lookup (String Attributes), Choice/Multi-choice, Date and Time format, Percentage, Number, Boolean and Currency attributes format in Icertis Experience for Word. Additional localization support is now provided for attribute groups and extension attributes on ICI Web.</div> <div class="image-green-border"><br/> The UI elements will be displayed in English if there are no local values available in preferred language for that specific element in the ICI system.</div> <div class="image-green-border"><br/> When the localization is not defined, the attribute values for association entities will be displayed in a language depending on specified business criteria.&nbsp;Refer to the [[Localizing_ICI|Localization support across ICI for]] more details on the business scenarios.</div> <div class="image-green-border"><br/> The details are pre-populated based on the Type of User selected on the Details tab.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">12.&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.</div>
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6.&nbsp;'''Click''' the ''Organization Structure''&nbsp;icon next to the ''Organization Unit'' field to view the organization unit details for the user AE User13. The Select Organization Unit window opens.
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13.'''Click''' Save. The User src buyer01&nbsp; saved in ICI successfully message is displayed.
  
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7.&nbsp;'''Select''' the ''Organization Unit'' for the user AE User13 from the organization chart. For example,''AutoProducts''.
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14.&nbsp;'''Click''' OK. The Users page opens. You can now view the record for the user on the Users Index page.
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<div class="image-green-border">[[File:Select OrganizationUnit 7.8.png|RTENOTITLE]]</div>  
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<div class="image-green-border">[[File:Muser 9.png|700x100px|Muser 9.png]]</div>  
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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.
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15.&nbsp;'''Click''' View Record on the Users Index page to view the details or verify the team of the user src buyer 01.
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<div class="image-green-border">[[File:Edit User-7.8.png|RTENOTITLE]]</div>  
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<div class="image-green-border">[[File:Muser 10.png|650px|Muser 10.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>  
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9.&nbsp;'''Toggle '''the ''Is Administrator'' button on the Personal Details tab to ''Yes ''if you want to add the user as an Administrator.
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16. '''Select''' the Send for Approval button to get an approval for the user . The User Detail page opens.
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<div class="image-green-border">[[File:Edit User Work Details tab-7.8.png|RTENOTITLE]]</div>  
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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.
+
  
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11.'''Click''' ''Save''. The ''User AE User13 saved in ICM successfully'' message is displayed.
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17.&nbsp;'''Click''' the Provision button to provision user&nbsp; in ICI. The Add Note window opens.
  
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12.&nbsp;'''Click''' ''OK''. The ''Users'' page opens. You can now view the record for the user AE User13 on the ''Users Index'' page.
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18.&nbsp;'''Click''' the Add button after adding a note. The User Details page opens displaying the record for the user&nbsp; with the status as Provisioned.
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<div class="image-green-border">[[File:View Record Users Indexpage-7.8.png|RTENOTITLE]]</div>
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<div class="image-green-border">&nbsp;</div>  
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13.&nbsp;'''Click''' ''View Record'' on the Users Index page to view the details or verify the team of the user AE User13.
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<div class="image-green-border">[[File:View OrganizationUnit Details Select Ues7.8.png|RTENOTITLE]]</div>
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14. '''Select''' the ''Send for Approval ''button to get an approval for the user AE User 13. The ''User Detail'' page opens.
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−
 
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15.&nbsp;'''Click''' the ''Provision ''button to provision user AE User13 in ICM. The ''Add Note'' window opens.
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−
 
+
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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''.
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<div class="image-green-border">[[File:Add Note-7.8.png|RTENOTITLE]]</div>  
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== Replacing a User ==
 
== 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.
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ICI 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.
 
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.
+
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 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:
+
The replacement can be done by any user with the following roles having the replace user privilege:
  
 
*Primary owner  
 
*Primary owner  
Line 211: Line 210:
 
*Internal Signatory  
 
*Internal Signatory  
 
*External Signatory  
 
*External Signatory  
−
*Reviewer  
+
*Reviewer&nbsp;
 
*External Reviewer  
 
*External Reviewer  
 
*Contract Requester  
 
*Contract Requester  
 
*External User  
 
*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.
+
To Replace a User:
−
<div class="image-green-border">[[File:Replace User-7.8.png|RTENOTITLE]]</div>  
+
 
 +
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:Muser 11.png|720px|Muser 11.png]]</div>  
 
2.&nbsp;'''Select''' an Action(s). For example, Agreement Team, Template Team, and so on.
 
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.
 
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''.
+
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>
+
<div class="image-green-border">5.&nbsp;'''Click&nbsp;'''OK.&nbsp;</div>
−
5.&nbsp;'''Click&nbsp;'''''OK.&nbsp;''
+
−
 
+
 
6. When you receive the notification email, the user will be replaced.
 
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>  
+
<div class="image-green-border">[[File:Muser 12.png|600px|Muser 12.png]]</div>  
−
== Deprovisioning a User ==
+
== Deprovisioning a User&nbsp; ==
  
−
It is imperative to replace the user in ICM before deprovisioning.
+
It is imperative to replace the user in ICI before deprovisioning.
  
 
To deprovision a user:&nbsp;
 
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.
+
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 User 8.
  
−
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.
+
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 ICI.
−
<div class="image-green-border">[[File:User ReplaceRequest-7.8.png|RTENOTITLE]]</div>  
+
<div class="image-green-border">[[File:Muser 13.png|600px|Muser 13.png]]</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.
+
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.
+
4.&nbsp;'''Select''' a Reason Code from the drop-down list.
  
−
5.&nbsp;'''Click''' ''Add ''to add the note. The ''Users'' page opens.
+
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>  
+
<div class="image-green-border">[[File:Muser 14.png|600px|Muser 14.png]]</div>  
−
6.&nbsp;'''Click '''the ''Deprovision'' button. The user is now deprovisioned.
+
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 ===
+
&nbsp;
  
−
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.
+
== Set preferences for user using Bulk actions&nbsp; ==
  
−
To add a Secondary Owner using the ICM UI:
+
Administrators can set the default preferences for users in bulk through User Provisioning and Import Users from Active Directory while creating users and through Update User action while updating existing users in Bulk Actions.&nbsp;
 +
<div class="image-green-border">&nbsp;</div> <div class="image-green-border">'''To set default preference while creating users:'''</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">1. '''Click '''Bulk Actions > Create New on the Home page. The Details tab of the Create page for Bulk Action Management opens.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Muser 15.png|700px|Muser 15.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">2. '''Select''' the Bulk Upload Action. For example, Import Users from Active Directory.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">3. '''Click '''Generate Workbook.</div> <div class="image-green-border">&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;</div> <div class="image-green-border">&nbsp; &nbsp;&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;</div> <div class="image-green-border">&nbsp; &nbsp; &nbsp; &nbsp; [[File:Muser 16.png|600px|Muser 16.png]]<br/> &nbsp;<br/> &nbsp;&nbsp;</div> <div class="image-green-border">The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20201216171853.xlsx.&nbsp;</div> <div class="image-green-border">&nbsp; &nbsp;&nbsp;&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;</div> <div class="image-green-border">4. '''Open''' the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes</div> <div class="image-green-border">&nbsp; &nbsp; &nbsp;</div> <div class="image-green-border">&nbsp; &nbsp; .&nbsp; [[File:7.15 573339 6.png|600px|7.15 573339 6.png]]</div> <div class="image-green-border">&nbsp; &nbsp; &nbsp; &nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">5. '''Enter''' or Select the details from the drop-down to set the preferences.&nbsp;<br/> &nbsp; &nbsp; &nbsp;When no preferences values are selected, the default preferences are set for that user.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">6. '''Complete '''the user import action&nbsp;by following Upload the workbook and Add Batch Bulk Actions workflow steps.&nbsp;<br/> &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;</div> <div class="image-green-border">The users will be added to the ICI with the pre-set default Preferences.<br/>  <br/> '''&nbsp;&nbsp;To set default preference while updating existing users:'''</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">1. '''Click''' Bulk Actions > Update Existing on the Home page. The Details tab of the Update page for Bulk Action Management opens.&nbsp;</div> <div class="image-green-border">[[File:Muser 17.png|720px|Muser 17.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">2. '''Select '''the Bulk Upload Action. For example, Update User.</div> <div class="image-green-border"><br/> 3. '''Select '''the Saved Search. For example, typeofuser. Administrators needs to create a saved search for the set of users they want to update.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">4. '''Click '''Generate Workbook</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">. [[File:Muser 18.png|600px|Muser 18.png]]<br/> &nbsp;<br/> The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20210111111315.xlsx.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">5. '''Open '''the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes pre-populated with respective existing values.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:7.15 573339 10.png|720px|7.15 573339 10.png]][[File:7.15 573339 11.png|720px|7.15 573339 11.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">6. '''Edit''' the details as required to set the preferences for users.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">When no preferences values are selected, the default preferences will be set for that user.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">7. '''Complete '''the Update User action by following Upload the workbook and Add Batch Bulk Actions workflow steps.&nbsp;<br/> The users will be updated in the ICI with the set Preferences as default.</div>
 +
== Adding a Secondary Owner&nbsp; ==
  
−
1.&nbsp;'''Click''' ''View Record'' on the ''Users Index'' page to select a provisioned user or verify the team of the user AE User13.
+
=== Adding a Secondary Owner using the ICI User Interface ===
−
<div class="image-green-border">[[File:Users Team-7.8.png|RTENOTITLE]]</div>
+
−
2. '''Click&nbsp;'''the ''Add&nbsp;&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.
+
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.
  
−
4.&nbsp;'''Click''' the ''Select Role'' arrow and a drop-down with a list of roles is displayed.
+
To add a Secondary Owner using the ICI UI:
  
−
5.&nbsp;'''Select''' ''Secondary Owner'' from the drop-down.
+
1.&nbsp;'''Click''' View Record on the Users Index page to select a provisioned user or verify the team of the user AE User 8.
 +
<div class="image-green-border">[[File:Muser 19.png|600px|Muser 19.png]]</div>
 +
2. '''Click&nbsp;'''the Add&nbsp;&nbsp;icon next to Team. A window opens to select a role for the searched user.
  
−
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.
+
3.&nbsp;'''Enter''' the details of the user in the Search User field. For example, AE User 8
−
<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.
+
4.&nbsp;'''Click''' the Select Role arrow and a drop-down with a list of roles is displayed.
  
−
To verify that the Secondary Owner has got the privileges to update the user details:
+
5.&nbsp;'''Select''' Secondary Owner from the drop-down.
 +
<div class="image-green-border">[[File:Muser 20.PNG|600px|Muser 20.PNG]]</div>
 +
&nbsp; 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.
  
−
1.&nbsp;'''Select''' the Entity on the ribbon.
+
&nbsp;
−
 
+
−
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.
+
== Adding a Secondary Owner using Excel Add-in&nbsp;&nbsp; ==
−
<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>  
+
<div class="image-green-border">&nbsp;</div> <div class="image-green-border">You can also use Excel Add-in to add users or user groups as Secondary Owners using the configuration displayed in the user Team.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">To verify that the Secondary Owner has got the privileges to update the user details:</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">1.&nbsp;'''Select''' the Entity on the ribbon.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">2.&nbsp;'''Select''' the Action for which you want to populate the Excel Workbook.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">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.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">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> <div class="image-green-border">&nbsp;</div> <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;
 
&nbsp;
−
<div class="image-green-border">[[File:Add ScondaryOwner using Excel-Add-in-7.8.png|RTENOTITLE]]</div>  
+
<div class="image-green-border">[[File:Add ScondaryOwner using Excel-Add-in-7.8.png|720px|RTENOTITLE]]</div>  
−
5.&nbsp;'''Click''' ''Validate'' to validate the user information. The ''Validation Successful'' message is displayed.
+
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.
+
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.
+
7. The User Created Successfully message is displayed on creation of the user.
  
−
8.&nbsp;'''Click''' ''OK''.
+
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''.
+
9. Go to the Users page on ICI. 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.
+
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''.
+
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; ==
 
== Adding a Secondary Owner using Legacy Upload&nbsp; ==
  
−
1.&nbsp;'''Click''' the ''User Administration ''tile on the Dashboard.
+
1.&nbsp;'''Click''' the User Administration tile on the Dashboard.
  
−
2.&nbsp;'''Click''' the ''Admin Task ''tile. The ''Admin Task ''page opens.
+
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.
+
3.&nbsp;'''Select '''theLegacy 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:
 
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 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 asEmail 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.  
+
*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;
 
Let's consider an example,&nbsp;
Line 315: Line 310:
 
2. Create a batch file and upload the mapping file fist.
 
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.
+
3. Upload the data file. The batch file is scheduled. It will be Executed when the batch is run from ICI.
  
 
4. Go to Legacy Upload and see how to upload the document.&nbsp;
 
4. Go to Legacy Upload and see how to upload the document.&nbsp;
  
−
== User entity supporting the Secondary Owner role ==
+
== User entity supporting the Secondary Owner role&nbsp; ==
  
−
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 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:
 
The Secondary Owner can be added to the User Entity:
  
 
*Through a configuration key  
 
*Through a configuration key  
−
*From the ICM user interface  
+
*From the ICI user interface  
 
*Using Excel Add- in  
 
*Using Excel Add- in  
 
*Using Legacy Upload  
 
*Using Legacy Upload  
−
<div class="image-green-border">[[File:Select Secondary Owner-7.8.png|RTENOTITLE]]</div>  
+
<div class="image-green-border">[[File:Muser 20.PNG|600px|Muser 20.PNG]]</div> <div class="image-green-border">&nbsp;</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;
+
== Managing Technical Admin Users ==
 +
<div class="image-green-border">Technical Administrators can be configured/added for performing required technical configurations in the System Configuration Portal.</div> <div class="image-green-border"><br/> When a new ICI admin user logs in, they should be able to setup other internal users as technical admin users of the System Configuration portal.</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note:''' Only the ICI Admin user should be able to setup other internal provisioned users as the Technical Admin user.</div> <div class="image-green-border"><br/> The ICI Admin can either create a new Security group, as required, or use an existing security group. Thereafter, the authorization of technical admin users will depend on Security Groups Privilege corresponding to the “Self Service” privilege entity, and on roles assigned to specific users.</div> <div class="image-green-border"><br/> The “Self Service” privilege can be configured in the backend and it will be visible to users under the Security Group Privilege tab. The "Manage" access option can be selected to grant access to the System Configuration Portal for technical admin users.</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note:''' The user who gets Technical Admin privileges can be any internal provisioned user on that instance (even a non admin user).</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">To set up the System Configurations for Technical Admin Users:</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">1.&nbsp; From ICI menu tiles, '''click '''“Admin” > “Security Groups”.<br/> 2.&nbsp;&nbsp;'''Click '''the “Privileges” tab, the “Privileges” tab opens with the list of all the privilege attributes, with options to see/select access type as “View”, “Manage” or “None”.<br/> 3.&nbsp; “Create” or “Edit” a Security Group.<br/> 4.&nbsp; Locate the privilege “Self Service”, '''click '''the “Manage” access type radio button. With this access, the “System Configurations” tile option under the “Configure” tile gets activated and visible to the user.<br/> 5.&nbsp;&nbsp;'''Click '''“Save” for a new security group or “Update” in case of editing a Security Group.</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note:''' The default access for “Self Service” will be set to “None”.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Technical User1.png|720px|Technical User1.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">Now, in order to access the “System Configurations” tile option for technical users:</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">6.&nbsp; Add, provision or edit User Details.<br/> 7.&nbsp; Add desired technical roles/s in the “Technical Roles” field to assign/authorize required technical roles/s to the user.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Technical User2.png|520px|Technical User2.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">8.&nbsp; “Save” or “Update” the User Details.</div> <div class="image-green-border"><br/> The newly added user with Technical Role can now carry out System Configurations.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
 +
'''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]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]]&nbsp;

Latest revision as of 10:17, 9 June 2022

Managing Users

Depending upon how ICI is configured in your organization, there are two ways to create a new user in ICI.   

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

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

The user administrators can set the preferences as default for users according to their locations or offices they work in, while creating or editing a user. This reduces the end user’s efforts of setting up the ICI account with required parameters after first log-in and presents the system with appropriate and specific pre-settings.   


Administrator can: 

  • Set and manage preferences for single user through single user update and for multiple users through bulk process.
  • View preference settings modifications details in the history tab for audit. 
  • Search users based on parameters related to preference settings.

With the pre-set preferences by Administrators, standard ICI users can: 

  • Access the ICI system with appropriate details as default after first login. 
  • Override the default preference settings as per individual preferences

 

Create a New User 

1. Click the Users tile on the "Admin" page. The 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). ICI 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.

2. Click the Create User tile on the Users page. The Create User page opens.
 
Muser1.png

The page consists of  the following tabs:

  • Details
  • Preferences
  • 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:

  • Personal Details
  • 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 the Organization Structure icon and select the organization unit of the user.

 

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.

 

Supervisor User Click the Add User icon 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.

Note: The Select User dialog box displays the supervisors that are in the selected organization unit. Only active ICI users are displayed.

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.

 

Assign User Group Click the Add User icon to assign user group. In the Assign User Groups dialog box, select user group. Click Add.
Assign Security Group Click the Add User 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 ICI is disabled.

Note: If you are an administrator, you can change the access expiry date to a future date allowing the user to access ICI till the newly specified date.

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.
The list of attributes in the Masterdata type must have the attribute named User with the data type as User.
Rest of the attributes vary as per the organizational requirements.

3. Click Next. The Preferences tab opens.

The Preferences tab contains User Settings and Locale Settings, through which Administrators can set the default preferences for a user. For example, Language as English (United States).
The details are pre-populated based on the Type of User selected on the Details tab. The Theme color is pre-selected as per the Default User Theme or External User Default Theme set in User Theme of Application Settings for the selected Type of User.

MU123.PNG

When the user sets the individual preferences, the settings will override the default preferences settings and will reflect in this Preferences tab for Edit User wizard.

4. Edit the details as required.

5. Click Next. The Team tab opens.

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

7. 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:


1. On the "Admin" page, click the Users tile. The Users page opens displaying a list of existing users .

2. Click the View Record iocn 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 to open the 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 the Add icon 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 the Search icon.


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 User 

Provision 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.
With ICI, you can provision users from the available list of users that are present in active directory.

To provision users: 

1. Click the User Administration tile. 

2. Click the Users tile. The User Administration page opens. Alternatively, go to the User Groups tile to select a user group. 
 
3. Click the Provision Users tile. The Users page opens and a list of users are displayed. 
 
Muser 3.png

4. Select a user from the Active Directory Users list and move to the Selected Users list by clicking the right arrow. For example, src buyer 01 

Muser 4.png

5. Select the user from the Selected Users list to view or enter the Personal Details and Work Details, Preferences 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 src buyer 01

Muser 5.png
 
 
6. Click the Organization Structure icon next to the Organization Unit field to view the organization unit details for the user. The Select Organization Unit window opens.

7. Select the Organization Unit for the user AE User13 from the organization chart. For example, AutoProducts.

Muser 6.png

8. 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.

9. Toggle the Is Administrator button on the Personal Details tab to Yes if you want to add the user as an Administrator.
 
Muser 7.png
 
 
10. Click Next. The Preferences tab opens. The details are pre-populated based on the Type of User selected on the Details tab.
 
Muser 8.png
 
11. Set or edit the details for User Settings and Locale Settings. For example, Language as English (United States). 
 
ICI supports localization to better connect with global customers by translating values in local languages using its Translations Editor tool.
 
The ICI UI will display localized values in the selected language across ICI for: *Alias Master *Status and Business Status *Type of paper *Signature Type and Signature Sequence *Choice and Multi-choice attributes *Contract Type Description *Default text in the search field *Notification Category and Events *Reason Codes *Association entities assembled as a file, table or saved search as a table in a single as well as bilingual template. 
 
The localization covers data types such as Masterdata Lookup (String Attributes), Choice/Multi-choice, Date and Time format, Percentage, Number, Boolean and Currency attributes format in Icertis Experience for Word. Additional localization support is now provided for attribute groups and extension attributes on ICI Web.

The UI elements will be displayed in English if there are no local values available in preferred language for that specific element in the ICI system.

When the localization is not defined, the attribute values for association entities will be displayed in a language depending on specified business criteria. Refer to the Localization support across ICI for more details on the business scenarios.

The details are pre-populated based on the Type of User selected on the Details tab.
 
12. 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.

13.Click Save. The User src buyer01  saved in ICI successfully message is displayed.

14. Click OK. The Users page opens. You can now view the record for the user on the Users Index page.

Muser 9.png

15. Click View Record on the Users Index page to view the details or verify the team of the user src buyer 01.

Muser 10.png
 
 

16. Select the Send for Approval button to get an approval for the user . The User Detail page opens.

17. Click the Provision button to provision user  in ICI. The Add Note window opens.

18. Click the Add button after adding a note. The User Details page opens displaying the record for the user  with the status as Provisioned.

 

Replacing a User

ICI has a provision to replace User A with User B 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 Replace User  icon 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

To Replace a User:

1. Click the Replace User button next to the record for the user that you want to deprovision. For example, Alon Carlton. You can search a user on the Replace User window.

Muser 11.png

2. Select an Action(s). For example, Agreement Team, Template Team, and so on.

3. Select the user that you want to replace. For example, Alan Carlton.

4. 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.

5. Click OK. 

6. When you receive the notification email, the user will be replaced.

Muser 12.png

Deprovisioning a User 

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

To deprovision a user: 

1. Click View Record on the Users Index page to select a provisioned user or verify the team of the user AE User 8.

2. Click the 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 ICI.

Muser 13.png

3. 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. Select a Reason Code from the drop-down list.

5. Click Add to add the note. The Users page opens.

Muser 14.png

6. Click the Deprovision button. The user is now deprovisioned.

 

Set preferences for user using Bulk actions 

Administrators can set the default preferences for users in bulk through User Provisioning and Import Users from Active Directory while creating users and through Update User action while updating existing users in Bulk Actions. 

 
To set default preference while creating users:
 
1. Click Bulk Actions > Create New on the Home page. The Details tab of the Create page for Bulk Action Management opens.
 
Muser 15.png
 
2. Select the Bulk Upload Action. For example, Import Users from Active Directory.
 
3. Click Generate Workbook.
                                                                                                                                  
                                                                                                                                                                                                                                                                 
        Muser 16.png
 
  
The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20201216171853.xlsx. 
                                                                                                                                                                     
4. Open the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes
     
    .  7.15 573339 6.png
       
 
5. Enter or Select the details from the drop-down to set the preferences. 
     When no preferences values are selected, the default preferences are set for that user.
 
6. Complete the user import action by following Upload the workbook and Add Batch Bulk Actions workflow steps. 
         
The users will be added to the ICI with the pre-set default Preferences.
 
  To set default preference while updating existing users:
 
1. Click Bulk Actions > Update Existing on the Home page. The Details tab of the Update page for Bulk Action Management opens. 
Muser 17.png
 
2. Select the Bulk Upload Action. For example, Update User.

3. Select the Saved Search. For example, typeofuser. Administrators needs to create a saved search for the set of users they want to update.
 
4. Click Generate Workbook
 
. Muser 18.png
 
The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20210111111315.xlsx.
 
5. Open the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes pre-populated with respective existing values.
 
7.15 573339 10.png7.15 573339 11.png
 
 
6. Edit the details as required to set the preferences for users.
 
When no preferences values are selected, the default preferences will be set for that user.
 
7. Complete the Update User action by following Upload the workbook and Add Batch Bulk Actions workflow steps. 
The users will be updated in the ICI with the set Preferences as default.

Adding a Secondary Owner 

Adding a Secondary Owner using the ICI 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 ICI UI:

1. Click View Record on the Users Index page to select a provisioned user or verify the team of the user AE User 8.

Muser 19.png

2. Click the Add  icon next to Team. A window opens to select a role for the searched user.

3. Enter the details of the user in the Search User field. For example, AE User 8

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

5. Select Secondary Owner from the drop-down.

Muser 20.PNG

  6. 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.

 

Adding a Secondary Owner using Excel Add-in  

 
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. Select the Entity on the ribbon.
 
2. Select the Action for which you want to populate the Excel Workbook.
 
3. Click Populate Workbook on the Excel Add-in. This opens a popup indicating that it will populate the Workbook for the selected action.
 
4. 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.
 
Note: 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.

 

RTENOTITLE

5. 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. Click OK.

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

10. 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 

1. Click the User Administration tile on the Dashboard.

2. Click the Admin Task tile. The Admin Task page opens.

3. Select theLegacy 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 : 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 asEmail 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, 

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 ICI.

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

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 ICI user interface
  • Using Excel Add- in
  • Using Legacy Upload
Muser 20.PNG
 


Managing Technical Admin Users

Technical Administrators can be configured/added for performing required technical configurations in the System Configuration Portal.

When a new ICI admin user logs in, they should be able to setup other internal users as technical admin users of the System Configuration portal.
 
Note: Only the ICI Admin user should be able to setup other internal provisioned users as the Technical Admin user.

The ICI Admin can either create a new Security group, as required, or use an existing security group. Thereafter, the authorization of technical admin users will depend on Security Groups Privilege corresponding to the “Self Service” privilege entity, and on roles assigned to specific users.

The “Self Service” privilege can be configured in the backend and it will be visible to users under the Security Group Privilege tab. The "Manage" access option can be selected to grant access to the System Configuration Portal for technical admin users.
 
Note: The user who gets Technical Admin privileges can be any internal provisioned user on that instance (even a non admin user).
 
To set up the System Configurations for Technical Admin Users:
 
1.  From ICI menu tiles, click “Admin” > “Security Groups”.
2.  Click the “Privileges” tab, the “Privileges” tab opens with the list of all the privilege attributes, with options to see/select access type as “View”, “Manage” or “None”.
3.  “Create” or “Edit” a Security Group.
4.  Locate the privilege “Self Service”, click the “Manage” access type radio button. With this access, the “System Configurations” tile option under the “Configure” tile gets activated and visible to the user.
5.  Click “Save” for a new security group or “Update” in case of editing a Security Group.
 
Note: The default access for “Self Service” will be set to “None”.
 
Technical User1.png
 
Now, in order to access the “System Configurations” tile option for technical users:
 
6.  Add, provision or edit User Details.
7.  Add desired technical roles/s in the “Technical Roles” field to assign/authorize required technical roles/s to the user.
 
Technical User2.png
 
8.  “Save” or “Update” the User Details.

The newly added user with Technical Role can now carry out System Configurations.
 
 
 

Related Topics: Agreement Management | Managing Organization | Managing User Groups | Managing Security Groups | Application Settings | Notification Settings | Currencies | Reasons | Search Sync | Legacy Upload 

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