The User Management administration application enables you to administrate the users that belong to your customer account. Accessible from your RunMyProcess homepage, it provides quick access without the need to open the Advanced IDE. For details, see below.
Designed for quick access to all available features, DigitalSuite Studio eliminates the need for the User Managment administration application. Instead, you use the User Management module of DigitalSuite Studio for administrating your users.
- 1 Overview
- 2 Accessing the Application
- 3 User Management Homepage
- 4 Manage User Details Page
- 4.1 Settings Tab
- 4.2 Lane Membership
- 4.3 Preferences & User Metadata
- 4.4 Delegation
- 4.5 Connected Apps & Privacy
- 4.5.1 Authorized access to third party services
- 4.5.2 Third-party applications connected to your RunMyProcess account
- 4.6 Support Authorizations
Administrative users can use the User Management application to manage all user accounts. This includes creating new users, editing user details (including re-setting passwords) and removing user accounts.
Non-administrative users can use the application to manage their own account and can also be granted access by an administrative user to view other users' accounts.
2 Accessing the Application
The application can be found in the "Administration Applications" section after logging into RunMyProcess.
3 User Management Homepage
After accessing the application you will be presented with a screen showing summary details for all users that you have a right to view.
3.1 Summary Information
For each user the following details are displayed on the homepage:
|ID||A unique number allocated to each user.|
|Name||The user's name.|
|The user's email address.|
|Profile||The user's current profile within RunMyProcess. Those with an administrator profile can access each resource on the platform while those with a user profile can only access a project's resources for which he has access rights.|
|Language||The language the user has set for the RunMyProcess interface.|
|Billing Status||A user's billing status can be in one of two states - either overdue or in order. These status's are colour coded; red for overdue and green for in order .|
|Status||A user account has one of four status; active, inactive, pending or blocked. These are colour coded – red for inactive , amber for pending , green for active and black for blocked .|
|Last Update||The date and time that the user's details were last updated.|
|Created||The date and time that the user's record was originally created.|
There are filters to help you locate a specific user or group of users that you are interested in; you can filter by User Id, Name, e-maill address, user profile and user status. Click on to toggle the visibility of the filters.
You will need to choose the type of filter you require from the list provided and enter the criteria in the box beneath.
Possible filters are:
|IN||This is available when filtering by user ID. You will be required to provide a comma separated list of user IDs that you want to browse.|
|NOT IN||This is available when filtering by user ID. You will be required to provide a comma separated list of user IDs that you want excluded from the result set.|
|=||Only users that have an exact match for the data entered will be displayed.|
|!=||This represents not equals; users that have an exact match to the criteria will not be displayed.|
|Contains||This is used when filtering on text fields, namely name and e-mail address. Users are displayed if the text entered as the criteria is found within their name / e-mail address.|
|Does not Contain||This is used when filtering on text fields, namely name and e-mail address. Users are displayed if the text entered as the criteria is not found within their name / e-mail address.|
Where there is a limited number of possible values for a field (e.g. user profile), you can filter on each option.
Clicking on removes all set filters and all users are displayed.
Twenty users are displayed per page, use the navigation bar to browse through the pages.
You will notice two pie charts at the top of the page. These provide a summary view of the user accounts; the first by user status and the second by billing status. These charts help to highlight areas that may need attention.
3.5 Adding a Single User
To create a new user account, click on the button at the top of the summary screen. You will be taken to a new screen, for information on this screen, click here.
3.6 Adding / Updating Multiple Users
It is possible to add several users at the same time by clicking on the button at the top of the summary page. You will need to have prepared a file of user details beforehand. This file should be in csv (comma separated values) format. There is an example file for you to download as well as a template for you to follow when creating your file.
The first line of your file should specify the field headers. Each consecutive line in the file should contain the required data for one user.
The data below has to be provided for each user and has to be given in the order specified:
E-mail Address: This will be the user's logon
Name: The user's name
Profile: The user's profile - ADMIN or USER
Status: The user's status - ACTIVE, INACTIVE or PENDING
Language: ISO code for languages (e.g. en, fr, de)
Access IDE: YES or NO
Organisation: This specifies the pools and the lane within those pools that the user belongs to. It is possible to belong to more than one pool. The pools and lanes are specified by their unique identification number, please see the example below for the format required.
Here is an example file:
Users whose email addresses are not already registered on RunMyProcess will be added while ones whose email addresses are already registered will be updated. Upon completion of the import process, an email will be sent to the instigator listing the users added or updated.
3.7 Exporting the data
Twenty user records are displayed per page. It is possible to export a page of records to a file by clicking on the button above the user details. Choosing the 'default export' option will produce a csv (comma separated values) file using UTF-8 character encoding. Choosing the "Customize" option gives you options for the file produced; namely the character used to separate the fields, the character encoding system used, the decimal separator and the format of dates.
3.8 Updating User Details
You can update the information held for a user by clicking on the icon next to the required user. This will take you to a new screen, information about this screen can be found here.
3.9 Re-setting a user's password
To re-set a user's password click on the icon next to the user's record. Following confirmation that you wish to proceed, a new password will be generated and sent to the user in an email. The user will be prompted to change this password when they next log on.
3.10 De-activating /Removing a User
Before deactivating a user, it is good practice to consider creating a delegation for his tasks. If no delegation is in place, the user's tasks, and subsequently the whole request, will become blocked. If a delegation is in place, the representative will be able to execute the delegator's tasks and hence prevent the request becoming blocked.
Before proceeding with de-activating a user, their status must be inactive. To de-activate an active (green) or pending (amber) user click on the icon next to the user's record; the user's status will become red and the user will no longer be able to access RunMyProcess. To completely remove a user, their status must be red (inactive). Clicking on the icon will remove their details from the system. Care must be taken when removing a user as all processes launched by the user will no longer be accessible.
4 Manage User Details Page
This screen is accessed by choosing to add a user or to edit a user from the user management homepage.
The buttonbar at the top of the screen enables you to save your changes, refresh the data and remove the user. The save button will be disabled for deactivated users. To return to the User Management Homepage, click on
The number of tabs on Manage User Details page differs according to whether you're adding or editing a user and whether or not you are looking at your own account or another user's account. The table below shows when the various tabs are visable:
|Settings||Lane Membership||Preferences & User Metadata||Delegation||Connected Apps & Privacy||Support Authorizations|
|Adding a User||*||*|
|Editing a User||*||*||*||*|
|Editing Own User Account||*||*||*||*||*||*|
4.1 Settings Tab
This page is divided into sections, Standard Settings, Advanced Settings and Change Password. Change Password is only visible if the user is editing their own details.
4.1.1 Standard Settings
Here you can manage the details held about a user. You can add or edit their name and email address, choose a language for the RunMyProcess interface and choose a profile for the user. There are two profiles to choose from, Administrator and User. An administrator has full access to the whole platform while a user can only access project resources for which he has been granted access rights.
The user status and billing status are also displayed here. A user account has one of four possible status; active, inactive, pending or blocked. These status are colour coded – red for inactive, amber for pending, green for active and black for blocked. When adding a user the status is set to pending.
|Active||The user can use the RunMyProcess platform.|
|Pending||The user has been created, but has not yet accessed the application.|
|Overdue||The user has been de-activated and can no longer access RunMyProcess.|
|Blocked||The user has been locked out of their account because they failed to login successfully within the permitted number of attempts.|
A pending user should connect and change his default password and accept the license agreements.
It is possible to activate pending and inactive users on this page by clicking on the button that is visable for pending and inactive users.
A user's billing status can be in one of two states - either overdue or in order. These status are colour coded; red for overdue and green for in order. When adding a user the billing status is set to green. If a user's license expires, the billing status will become red and the user status will become amber.
|In Order||The user can use the RunMyProcess platform.|
|Overdue||The user cannot perform any action on the platform because his license has expired.|
4.1.2 Advanced Settings
Further settings can be set here for the user. These are described below:
|Automatically activate this user||Tick this checkbox if you are using the 'Google oAuth 2.0' or 'Single Sign On' authentication method to connect to the platform. No password will be generated nor sent to the new user. The option will be shown only when a new user is added.|
|Receive Administration's message||Tick this checkbox if you want to be alerted by e-mail about RunMyProcess maintenance operations.|
|View other users||This gives the user access to user lists. This includes user lists in the User Management application, the IDE and a web interface (e.g. users of a lane list).|
|View metadata||This gives access to view metadata in the IDE, the User Management Application and in any Web Interface.|
|View IDE||This gives access to the RunMyProcess IDE which enables users to design processes and web interfaces.|
|IDE language||This option is visible if the user has access to the IDE and enables users to choose a language for the IDE. The languages available are English, French, Spanish and Japanese.|
4.1.3 Change Password
This section is only visible if the user is editing their own user details, it enables the user to change their password.
4.2 Lane Membership
Your organization will have already organized itself into pools and lanes. A pool can be thought of as a department and a lane as a role within that department. The lane membership page enables you choose the pools and lanes that the user belongs to.
|Pool name||The name of the pool.|
|Lane Name||Name of the lane.|
|Path||The path for showing this lane (Role/Entity) in the hierarchy of the organization.|
|Script||A lane which contains a script is a dynamic lane which are auto populated based on the user's metadata and lane membership. It is not possible to change the membership of a dynamic lane.|
|Everybody?||When this checkbox is ticked, this lane contains all users on the RunMyProcess account. It is not possible to change the membership of a lane where Everybody is ticked.|
|Lane ID||Id of the lane|
|Acceptance User||Use this to specify whether or not the selected user is authorized to launch applications and processes in acceptance mode for the current lane.|
|Live User||Use this to specify whether or not the selected user is authorized to launch applications and processes in live mode for the current lane.|
To help you locate the lane you are interested in you can filter on pool name, lane name, script id and lane id. Click on to toggle the visibility of the filters.
You will need to choose the type of filter you require from the list provided and enter the criteria in the box beneath.
Possible filters are:
|=||Only lanes that have an exact match for the data entered will be displayed.|
|!=||This represents not equals; lanes that have an exact match to the criteria will not be displayed.|
|Contains||This is used when filtering on text fields, namely pool name, lane name and script. Lanes are displayed if the text entered as the criteria is found.|
|Does not Contain||This is used when filtering on text fields, namely pool name, lane name and script. Lanes are displayed if the text entered as the criteria is not found.|
Clicking on removes all set filters and all lanes are displayed.
Twenty lanes are displayed per page, use the navigation bar to browse through the pages.
4.2.3 Exporting the lane data
Twenty lane records are displayed per page. It is possible to export a page of records to a file by clicking on the button above the lane details. Choosing the "default export" option will produce a csv (comma separated values) file using UTF-8 character encoding. Choosing the "Customize" option gives you options for the file produced; namely the character used to separate the fields, the character encoding system used, the decimal separator and the format of dates.
4.3 Preferences & User Metadata
This page is only visible when you are editing an existing user's details. It is divided into two sections, User Preferences and User Metadata.
4.3.1 User Preferences
The information in this section is only editable if you are looking at your own user account.
4.3.2 User Metadata
The information in this section can be defined by the organization. Different values can be set for the different environments that the user has access to. This information is viewable to users who have 'View Metadata' enabled on their account. This is set in the Advanced Setting section of the Settings page.
This page enables you to create and manage delegations and to view current representations. Delegating your tasks means that for a certain period of time, you will grant a colleague the right to validate, cancel and save all your assigned tasks. This can be useful if you are unavailable for some time.
Representations are delegations that other users have made where the current user is the one they have delegated their tasks to.
4.4.1 Creating a Delegation
This is accomplished by completing the information in the top pane.
You can search for and choose a colleague to delegate to from the drop down list. By clicking in the Date boxes you can choose the start and end dates for the delegation from a calendar. The date and time fields are editable.
There are two types of delegations: global and project. A global delegation delegates all of your tasks while project delegations will only delegate your tasks for a particular project. If you choose to delegate at project level, you will be required to choose a project from the drop down list. A user can have several configured delegations per project but only one delegation at global level. The global delegation will apply to all projects that don't already have a delegation.
When you are satisfied with the delegation information click on to create the delegation.
4.4.2 Current Delegations
Delegations created by the user are displayed in a table on the page.
A created delegation can have a status of either "pending" or "active". These are colour coded, pending delegations are amber while active ones are green .
When a delegation is created its status is set to "pending". A pending delegation can be cancelled by clicking on , the cancelled "pending" delegation will not appear in the delegation history. An active delegation can be stopped manually by clicking on or it will be stopped automatically when the end date is reached. The stopped delegation will be visable in the delegation history and the delegate will no longer be able to access the tasks. Stopped or expired delegations have a status of "Deactivated".
4.4.3 Current Representations
This table shows the details of the delegations that have been made by other users where the current user is the representative i.e. where the current user has been granted authority to validate, cancel and save all of another user's assigned tasks for a fixed period of time.
4.4.4 Delegation History
This table shows delegations that have been created by the current user that have been active but are now inactive, this could be because the time has expired or because the user cancelled the delegation.
4.5 Connected Apps & Privacy
This page is divided into two:
4.5.1 Authorized access to third party services
This section shows a list of third party services that you have logged onto from your RMP account using OAuth2. This authorization remains in place until you decide to revoke it by clicking on the button next to the service.
4.5.2 Third-party applications connected to your RunMyProcess account
This section shows a list of third party services to which you have given access to your RMP resources using OAuth2. This authorization remains in place until you decide to revoke it by clicking on the button next to the service.
4.6 Support Authorizations
The purpose of this page is to enable you to give access to your RunMyProcess application to a member of our Support Team. You will need to enter the support technician's login id and an expiry date for the access. The access is authorized by clicking on
At the bottom of the screen you can view all the previous support access that you have authorized, you can remove an authorization by clicking on next to the authorization you wish to remove.