User Maintenance

INTRODUCTION
Document Purpose
This document serves as a reference and administration guide for Metastorm e-Work administrators in the use of the User Details Procedure.
Features of this Procedure

The User Details procedure provides a secure and flexible alternative to the Metastorm e-Work Users and Roles utility. Through its enhanced features and functionality, it allows the setting and editing of eUser and eAssignment records without the need to grant administrative users direct access to the e-Work database.

Features include:-

Direct user access to the e-Work database is not required
The user's full name and login ID can be defined
User alerts can be added or removed by Procedure Map and Stage Name
User activity can be monitored efficiently
Amendments to user details can be monitored
Users can update their own passwords
e-Work administrators can manage all user attributes via the Watch list
Random Passwords can be applied and automatically emailed to users once set
Password expiry dates can be set
Alerts can be added for new users and roles

PROCESS MAPS
The User Details Map

Form Scripts.elb	Library
Process Mapping Common Library.elb	Common Library
Table from Grid.elb	Table from Grid Library

OVERVIEW
Access to the User Details process has been pre-set to users holding the Role e-Work Administrator:-
The “User Details” blank form is used to create new or update existing user details.
The following form fields are mandatory - User Name, First Name and Last Name
For quick reference, a list of available roles from procedures already published on the server is displayed in a memo field :-
ADDING A NEW USER

The “Add New User” Action sets up a new user with the minimum required roles together with the default password - 'password'.

Only the new user or an e-Work Administrator can assign or update a user password.

NB: The system generated default password should be updated as soon as possible by either the user or the e-Work Administrator. Failure to do so may result in unauthorised access to the system. Setting a random password is therefore recommended. This will provide a higher level of security and should be the preferred method for user details administration.

After publishing the User Details procedure, select the User Details process Create New User form and enter user details.

If a password is not set at this time, the system will automatically default the user's password to 'password'.

The “Create new user” form is displayed:-

SETTING A USER PASSWORD (E-WORK ADMINISTRATOR)

If a password is not set by the e-Work Administrator on creation of the user record, the procedure automatically assigns a default password set to 'password'. A temporary dynamic role (based on the value entered in the 'User Name' field) is also created at this stage which effectively restricts user access to alerts that are based on it as well as the dynamic system generated role “everybody”.

A personal 'User Details' folder is generated for each user created and will appear on the new user's To Do list. To gain access to active folders on the system from other published procedures, a password (other than the default) must be set before any existing role assignments can be defined.

Individual user details folders are also available from the e-Work Administrator's Watch list. A user's personal folder is not only available to the e-Work Administrator, but also to other users on the system who the user reports to.

Click the '*New Password'* or '*Random Password'* Action.
Enter a password and verify the entry.	If the “New Password” Action is selected, the “New Password” form is displayed.
If the 'Random Password' Action was selected a password is displayed which is automatically emailed to the user when the form is submitted.
When the “Expire Password” checkbox is selected a password expiry period can be set (in days, weeks, and months).

SETTING A USER PASSWORD (E-WORK USER)

When a new user is created with a default password set, the password can be reset by the new user upon initial login.

Open the User Details folder from the To Do list and click the “Set Password” action.

Enter the default password “password” and the new password.
Click the submit button to update the password.

The “Set Password” form is displayed:-

An error message is displayed if an invalid password is entered:-

EXPIRED PASSWORDS
- When a password expires, both the e-Work Administrator and the user are alerted. The folder is automatically moved from the user's 'Watch' to 'To Do' list:-
ASSIGNING USER ROLES AND UPDATING ALERTS

Once the default password has been updated (either by the user or the e-Work Administrator), Roles can assigned by the e-Work Administrator as required. The e- Work Administrator then refreshes the Alerts Lists (from the Update Alerts action). This moves all active folders based on that Role(s) to the user's To Do or Watch list.

Select the 'User Details' folder from the Watch list.
Click the *'Edit'* Action. Select required Roles from the drop down list and submit the form.
Click the *'Update Alerts'* action.
Select a process and an optional Stage. If the Stage drop down list is left blank, alerts are applied based on all stages for the selected process.	The 'Update Alerts' form is displayed:- If “Watch” is selected from the Alert List, active folders will appear on the selected user's Watch list as “generated alerts”:- If “To Do” is selected from the Alert List, active folders will appear on the selected user's To Do list as “generated alerts”:-

REMOVING ALERTS FROM A USER'S TO DO OR WATCH LIST

From time to time it may be necessary to remove alerts for all or selected processes from a User's To Do and Watch Lists if, for example the user job responsibilities change. This can be done for selected stages or all stages in a process.

Select the “Update Alerts” Action.

Select 'Remove' from the drop down list values.

The Update Alerts form is displayed:-

DEFINING AND EDITING USER ATTRIBUTES
User attributes can be defined with the attribute types of Free Text, Unique, Fixed List or alternatively from an existing table in the database:-
Defining a 'Free Text' attribute
Defining a 'Fixed List' attribute
Defining a 'Select from Table' attribute
MAINTAINING USER ATTRIBUTES FROM A USER ATTRIBUTE FOLDER
The e-Work Administrator can update user attributes directly from the User Attributes folder itself or alternatively update individual attributes for a user via the user's personal folder.
Editing Attributes via the User Attribute folder:-
- User attribute values can be updated:-
- Attribute values can be redefined OR deleted:-
MAINTAINING USER ATTRIBUTES FROM A USER DETAILS FOLDER
From the User Details folder, a list of current user attributes for the selected user can be viewed via the 'Edit Attributes' Action:-
Personal attributes that have been assigned to the user can be viewed and updated as required:-
MONITORING AND TROUBLESHOOTING USER ACTIVITY

e-Work Administrators and users' managers (assigned from the 'Reports To' list), can view individual user activity from the User Activity folder page - this displays a list of folders that the user currently has on either his/her Watch or To Do Lists. Clicking the To Do or Watch List folder page tabs filters these entries.

The “Available Actions” folder page displays a list of actions that are currently available to the user.

The User Error Log folder page can assist in isolating problems users may be encountering either with system access or more specific process related issues:-

Notes can be added if required.

The Designer Log is a useful tool to assist in troubleshooting procedure errors reported by specific users:-

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Process Mapping Products	Last updated: 18/10/2009