Edit a User Account

Permissions Required

Your Workflow user account or group membership must have the following permissions to edit a Workflow user account unless your user account has the Make this user a Super Admin setting selected:

• Users: Edit User

• User: View Users

See the Users permissions or ask your Workflow Administrator for assistance.

Edit a Workflow User Account

Permissions are required to do this.

Follow these steps to edit a Workflow user account:

1. View all Workflow user accounts. The Users tab displays.

2. Click the Edit iconfor the Workflow user account to edit.

3. Edit settings for any of the following in the Workflow user account:

   • Edit general information

   • Edit user settings

   • Edit the user avatar

   • Edit user log on credentials

   • Edit to which groups the user is a member

   • Edit user permissions

Edit General Information

Permissions are required to do this.

Follow these steps to edit the following information in the Information tab about the person associated with the Workflow user account as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Locate the Profile section.

3. In the General Information section, change the following information:

   • In the First Name setting, edit the person's first name. This is a required setting.

   • In the Last Name setting, edit the person's last name. This is a required setting.

   • In the Job Title setting, edit the person's organizational job title.

4. In the Contact Information section, change the following information:

   • In the Email setting, edit the person's unique business email address. This is a required setting.

   • In the Phone setting, edit the person's business telephone number.

   • In the Fax setting, edit the person's business fax number.

   • In the Cell setting, edit the person's cell phone number.

5. In the Address section, change the following information:

   • From the Country drop-down menu, select the country for the person's business address.

   • In the Address setting, edit the person's business address.

   • In the City setting, edit the city for the person's business address.

   • From the State or Region drop-down menu, select the state, region, or province for the person's business address.

   • In the Postal Code setting, edit the person's business postal code.

     

6. Review other profile settings to edit.

7. Click Save.

Edit User Settings

Permissions are required to do this.

Follow these steps to edit the following information in the Information tab about the person associated with the Workflow user account as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Locate the Settings section.

3. From the Date Format drop-down menu, select the format for how dates are displayed for this person from the following options:

   • m/d/Y (12/31/2017)

   • m/d/Y h:i A (12/31/2017 11:30 pm)

   • m/d/Y H:i (12/31/2017 23:30)

   • d/m/Y (31/12/2017)

   • d/m/Y h:i A (31/12/2017 11:30 pm)

   • d/m/Y H:i (31/12/2017 23:30)

   • Y/m/d (2017/12/31)

   • Y/m/d H:i (2017/12/31 23:30)

   • d.m.Y H:i (31.12.2017 23:30)

   • Y-m-d H:i (2017-12-31 23:30)

4. From the Time Zone drop-down menu, select the time zone in which to display times for this person.

5. From the Language drop-down menu, select in which language to display Workflow labels. Note that English-language is the default language and the only natural language provided for the Workflow open-source edition.

6. From the Status drop-down menu, select the status of the Workflow user account from the following options:

   • Active: An Active Workflow user account is one in which a person can use it to log on to Workflow.

   • Inactive: An Inactive Workflow user account is one in which a person cannot use it to log on to Workflow.

7. Review other profile settings to edit.

8. Click Save.

Edit the User Avatar

Permissions are required to do this.

Follow these steps to edit the following information in the Information tab about the person associated with the Workflow user account as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Locate the Avatar section.

3. Do one of the following:

   • Upload an avatar: If there is no avatar image, the initials for that person's full name display. Click the Upload Avatar button. The Browse button displays. Continue to step 4.

   • Change an avatar: Select the Change button to upload a new avatar image. Continue to step 4.

   • Remove the current avatar: Click the Clear button. The initials for that person's full name display. Continue to step 7.

4. From the Upload Avatar screen, click the Browse button to locate the image to be your avatar.

   

5. Locate and then select the image to be your avatar. The image fits into the Upload Avatar screen.

6. Adjust the size of the image using the image size indicatorto fit well inside the circle where the avatar displays, and then click Save. The avatar displays in the Avatar section.

7. Review other profile settings to edit.

8. Click Save to save the profile.

Edit User Log On Credentials

Permissions are required to do this.

Follow these steps to edit the following information in the Information tab about the person associated with the Workflow user account as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Locate the Login Information section.

3. In the Username setting, edit the username for the person's Workflow user account. This is a required setting.

4. In the New Password setting, edit the password to log on with the Workflow user account. Leave the New Password setting blank to keep the current password. Passwords must be at least eight (8) characters long. Password special characters are recommended. Password validation indicates how strong your password is if you enter a new password.

5. In the Confirm Password setting, confirm that the password matches that entered into the New Password setting if a new password was entered. If you entered a new password, password validation indicates if the New Password and Confirm Password values do not match.

6. Review other profile settings to edit.

7. Click Save.

Edit to Which Groups the User is a Member

Specify to which Workflow group(s) the Workflow user is a member. Permissions are additive for the user: any permission(s) assigned to the Workflow group that user is a member also apply to that user.

As a best practice, do not assign the same Workflow user to multiple groups that contain distinct sets of permissions. For example, do not assign a Workflow user to a group in which its members have Requests category permissions and to another group assigned with all permissions; otherwise, that user has all permissions.

Permissions are required to do this.

Follow these steps to edit the following information in the Groups tab about which group(s) this user account is a member as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Click the Groups tab. The Groups tab displays all groups created in your Workflow instance. If no groups have been created, the following message displays: No Data Available. See Create a Group.

   

   The Groups tab displays the following information:

   • Name: The Name column displays the name of the group.

   • Description: The Description column displays the description of the group.

   • A toggle key represents whether the user is a member of that group.

3. Follow these guidelines to select group memberships for the user:

   • Select the toggle key for each group to which you want the user to be a member. When the toggle key is enabled for a group, that user becomes a member of that group. When the toggle key is disabled for a group, that user is not a member of that group.

   • Enter in the Search setting the text to filter groups by their name.

4. Click Save.

Edit User Permissions

Permissions are required to do this.

Follow these steps to edit the following information in the Permissions tab about the person associated with the Workflow user account as necessary:

1. Edit the Workflow user account in which to edit its settings.

2. Click the Permissions tab. The Permissions tab displays permissions assigned to that Workflow user account.

3. In the Permissions tab, change which permissions from each permission category to assign that Workflow user account if necessary. Follow these guidelines to change permission assignments:

   • Super Admin: Assign the Make this user a Super Admin option to grant unrestricted access to the entire Workflow instance. In doing so, Workflow does not check permissions for Workflow user accounts with this setting selected, allowing such users to administer which might otherwise require permissions be granted to a Workflow user account to perform. Workflow users whose account have this setting may do the following:

     • Start a Request for any Process in that Workflow instance regardless of whether any Process model grants such a user permission to do so.

     • View the Tasks as displayed in the Task column of Request summaries by clicking a link to that Task. Workflow users that do not have the Make this user a Super Admin option do not have a hyperlink to Tasks from Request summaries.

   • Select the Assign all permissions to this user checkbox to assign all permissions to the Workflow user account.

   • Click on a permission category to expand the view of individual permissions within that category. Click on an expanded permission category to collapse that category. If you don't intend to assign this Workflow user account with any group(s), then assign permissions to this user account. Note that if this Workflow user account is assigned to any group(s), the permissions set in the group(s) take apply to those assigned to the user account. See Permission Descriptions for Users and Groups.

4. Review other profile settings to edit.

5. Click Save.