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13.3. Managing Users

To access secure forms in LincDoc, individual users and groups must be created or imported from an external LDAP provider. Once available in LincDoc, the users and groups are assigned to roles, granting them rights to access various parts of the system.

Proceed to one of the following sections below for more information:

Creating a New User

You can create a new user directly in LincDoc, if desired. 

Note: If you are using an LDAP provider, users are defined on the LDAP server and may not need to be created locally within LincDoc. However, you can have a mix of both locally defined user and LDAP users.

  1. You can view the roles currently defined in LincDoc by selecting users and groups from the system button.

    The Manage users and groups dialog box appears.
     
  2. Click the + button.

    The New user dialog box appears.
  3. Type the new user's name in the User name text box.
  4. Click OK.
    The new user is added to the list on the left side of the dialog box, and the user's settings appear on the right side of the dialog box.
  5. Proceed to Defining User Settings below for more information on the user's settings.
  6. Click save once you have defined the user's settings.
    The new user can now access LincDoc.

Locating Users

When working with new or existing users, you will need to locate the user in your user list.

  1. Access the Manage users and groups dialog box as described in Creating a New User.
  2. Type a string in the search text box.
  3. Click the Search icon.

    All users that contains the defined string in either their Username or Name settings are displayed, but only the Username is shown in the list.
    In the following example, the string "user" was used in the search.

Defining User Settings

When you create a new user, or need to update an existing user, you can do so using the user's individual settings.

  1. Access the Manage users and groups dialog box as described in Creating a New User.
  2. If necessary, locate the user whose settings you want to edit as described in Locating Users.
  3. Click the user whose settings you want to edit.
    The settings appear on the right side of the Manage users and groups dialog box.
     
  4. Alter any of the following settings, as desired. 
    • Username. The name used by LincDoc to represent the user. This setting was initially defined when the user was created. This setting is required.
    • Name. The real name of the user. This setting is required.
    • E-mail. The user's email address. This setting is required.
    • Password expires. Specify whether or not the user's password will expire or if it will be permanent.
    • Permissions. Specify which of the following permissions will be granted to the user:
      • superuser. When selected, the current user is granted superuser permissions.

        Note: This permission is only available with On-Premise (non-cloud) installations (for security reasons). By default, the account that uses this permission is named admin. In addition, only a user currently defined as a superuser can see this permission setting, when it is available. Otherwise, it is hidden from view.

      • change username. When selected, gives the user the ability to alter his/her username.
      • change name. When selected, gives the user the ability to alter his/her name in the LincDoc system.
      • change e-mail address. When selected, gives the user the ability to alter his/her e-mail address.
    • Lock/permanent. When selected, the current user's account is permanently locked (inaccessible) until unlocked by an administrator.
    • Lock/until. When selected, the current user's account is locked until the specified date and time.
    • Lock/unlocked. When selected, the current user's account is not locked and is fully accessible.
  5. (optional) Add attributes (custom settings) to the user as described in Adding Attributes to a User.
  6. Click save.
    Any changes you made are saved, and all altered users are updated.

Adding Attributes to a User

You can add attributes to users. Attributes allow to you specify custom user settings, which can then be used to call out particular users via the UserAttribute function. You can specify as many attributes as desired.

For example, you could specify a user's department or employee number.

  1. Access the Manage users and groups dialog box as described in Creating a New User.
  2. Locate the user whose settings you want to edit as described in Locating Users.
  3. Click the user to whom you want to add an attribute.
    The user's settings appear on the right side of the Manage users and groups dialog box.
     
  4. In the attribute list, click the + button.

    The attribute name dialog box appears.
  5. Type a name for the new attribute in the New attribute name text box. For example: department.
  6. Click OK.
    The attribute is added to the list.
     
  7. Specify a value for the attribute in the corresponding text box. For example: accounting
     
  8. Click save at the top of the Manager users and groups dialog box. The new user attribute is saved in the user's settings.

Resetting a User Password

You can reset a user's password. LincDoc will then send an email to the user, informing them that they need to create a new password.

  1. Access the Manage users and groups dialog box as described in Creating a New User.
  2. Locate the user whose password you want to reset as described in Locating Users.
  3. Click the user whose password you want to reset.
    The user's settings appear on the right side of the Manage users and groups dialog box.
  4. Click the reset password button.
     

Adding a User to a Group

You can add a user to a specific group, which allows you to easily grant multiple users roles at the same time.

Tip: It is recommended that you assign roles to groups instead of individual users. Although you can assign individual users to roles, assigning groups allows for easier administration. 

  1. Locate the user who you want to add to a group.
  2. Click the appropriate user.
    The user's information appears on the right side of the Manage users and groups dialog box.
     
  3. Click the users's Groups tab.
    Any currently assigned groups are displayed on the Groups tab. In the following example, the user is currently assigned to one group (Testing1).
     
  4. Click the + button on the Groups tab.

    The Select group dialog box appears.
     
  5. Locate the appropriate group using the Search button. In the following example, the string "T" was used as the search criteria.
     
  6. Click the group that will contain the user. The group is highlighted. 
  7. Click select.

    You are returned to the Manage users and groups dialog box, and the selected group appears in the groups and effective groups lists on the right side of the dialog box.
    In this example, the user has been added to the Testing2 group, and is now a member of this group as well as Testing1.
    Note: The user was already a member of the Testing1 group before being added to the Testing2 group. 
  8. Click save. The new group allocations are saved to your environment.

Removing a User

You can completely delete a user's account, if necessary.

  1. Using the Manage users and groups dialog box, locate the user that you want to remove.
  2. Hover over the user in the list of users.
    A delete button appears on the far right side of the user's entry.
  3. Click the delete button.
    A confirmation message appears.
  4. Click Yes.
    The user is removed.
  5. Click save at the top of the Manage users and groups dialog box.

    Tip: If you accidentally delete a user, you can close the dialog box without clicking save, and the deleted user will still be available when you re-open the dialog box.

 

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