The Users menu is used to manage users authorized to access Self Help and specify their profile, e.g. identification and authentication information (login), user groups, access rights to domains and Self Help projects.

• You can create new users individually or by performing a mass import of a list of users using a CSV file.  See the procedure
• You can export the list of users to a CSV file containing identification and authentication information, the list of groups where they belong and the writer rights by domain.

Notes

• Users can consult the information in their own profile by accessing the user information zone > Display Profile.
• You can also create users individually in admin mode in the Desktop Studio.
• You manage the writer rights of users in admin mode in the Desktop Studio.
• You cannot import users who already exist in the Self Help.
• You can specify user groups in the import file in three ways.  See Group management
• You can also specify some of the information in admin mode in the Desktop Studio, e.g. identification, user groups, access rights to domains, etc.

Caution

• You must log in to the Online Studio as the server administrator in order to see the users imported using a CSV file.
• If you are the domain administrator, you can see the users imported in the Desktop Studio, as long as they belong to one of the groups with access to your domain.

Best Practice

• When you delete a user account, the action is final. To temporarily disable access for specific users, you should suspend their account.
• To facilitate the creation of your CSV import file, you can download the Sample file containing a list of users.

         Download the Sample file with passwords
  

         Download the Sample file without passwords
  

Menu access

Online Studio > Settings > Users

Screen description

Title: Title of the user.

Firstname, Lastname: Identity of the user.

Active: Used to indicate if the user account is active (box is checked) or suspended (box is not checked).

Login: User login for accessing the Self Help server.

*The login must be unique on the server.

• It cannot be subsequently modified.

Email: User email address, to be used if the password is forgotten.

Created by SSO (Note: Displayed only in consult mode): Used to indicate if the user was created via a third-party identity provider, e.g. API key, LDAP directory, SSO, etc. (value Yes) or if the user was created directly in Self Help (value No).

Authentication: Authentication method of the user account.

• External authentication: Used to indicate that user authentication is delegated to a third-party service, e.g. LDAP directory or SSO. If this is the case, passwords will be managed via this service.
• Public account option: Used to indicate that user authentication is performed without requiring a password.
• Local account option: Used to indicate that user authentication is performed using the login and password specified in Self Help. If this is the case, you can manage the required password in different ways.
  • Keep the password unchanged option (Note: Only in update mode): No modification is made and users keep their current password.
  • Ask the user to reset the password option: Emails will be sent to user email addresses asking them to enter a new password.
  • Set a new password now option: The current user password is reset by the administrator.

Groups: List of groups where the user belongs.

Rights: List of domains and Self Help projects the user is authorized to access with the relevant access rights.

• Click one of the domain names to see the associated Self Help projects and access rights for each of them, i.e. Owner, Read, Write, Approval, Publish.
• In create and update modes, you can define access rights to each domain in different ways.
  • Named Users option: The box will automatically be ticked when another option is selected. This means that the user's executions will not be included in the number of executions authorized for the license.
  • Add projects option: Users can create new Self Help projects within the domain.
  • Delete projects option: Users can delete the Self Help projects they created within the domain.
  • Read all the domain option: Users have read access to all Self Help projects within the domain, but cannot modify or delete them.
  • Manage the domain option: Users have the three rights above and can also manage the domain as an administrator.

Properties (Note: Displayed only in create or update mode): List of contextual properties specific to the user. This list is made up of two fields.

• Name: Name of the property.
• Value: Alphanumeric value of the property.

User group management

You can associate users with groups in two ways using the user import file. See the detailed procedure

Note: You can combine these two methods in the same import file.

Method 1: Associate groups using group names

• The names of the groups associated with each user are specified in a dedicated column in the import file.
• Note: The names are separated by a comma.

(1)   Dedicated column for specifying groups (2)   User Mary Browne is associated with only one group, Marketing (3)   User Ursula Faraday is associated with two groups, Admin and Marketing

Method 2: Associate groups using True/False values

• The names of groups are specified in a column in the import file.
• Value 0 or False means that the user does not belong to the group.
• Value 1 or True means that the user belongs to the group.

(1)   Dedicated columns for specifying groups (2)   User Mary Browne is associated with two groups, Sales and Test (3)   User Bart Bennet is not associated with any group

Combination of both methods

Associate groups using group names and True/False values.

Procedures

How to import a user file

Step 1: Select the import file

1. Select Settings > Users in the Online Studio menu.

2. Click Import.

3. Select the CSV file to be imported.

Note: The file must be in CSV format.
The number of users to be imported will automatically appear.

4. (optional) Enter the description.
 

Step 2: Select the password management method

1. Tick the relevant option to reset user passwords.

• Send users an email to choose their password option: An email will be sent to each imported user, using the email address specified in the CSV file.

• Create passwords from the file option

• Do not manage passwords option: Users must click the Forgot password link when logging in to the Online Studio for the first time.

2. Click Next.

Step 3: Check that user attributes in the CSV file match those in Self Help

1. Select the Self Help user attribute corresponding to each column header in red in the CSV file.

     Note:

• The first row of the table displays the user attributes in Self Help.
• The second row displays the column headers in the CSV file.
• The Login, Email, Firstname and Lastname attributes must match.

Step 4: Import the user file

1. Click Next.

The users will be imported.

• Click See details to display the errors.
• Correct the CSV file.
• Run the import again.
          

2. Click Close.

The list of users will be refreshed.

How to export a list of users

Step 1: Select the users

1. Select Settings > Users in the Online Studio menu.

The list of users will appear.

2. Select the users to be included in the export file.
 

Step 2: Select the export file

1. Click  (Export) in the top banner.

A preview of the export file will appear in the right pane.

2. Specify the file name and type, i.e. CSV.
 

Step 3: Select the method for exporting groups, writer rights and properties.

1. Select the options you want for exporting the groups associated with users.

• A Groups column and all groups in that column
         

• Columns (Group 1, Group 2) and one group per column
         

• Columns with the name of the groups and the value true or false in each column
         

2. Select the options you want for exporting the writer rights of domains associated with users.

• A column for each authoring right and the list of domains having this right in the column
         

• A column for each domain and the write rights for that domain in the column
         

3. Select Yes to export user properties. There will be one column for each property.

Step 4: Generate the CSV file

1. Click Export.

The user export file will be generated in CSV format.

How to associate groups with users

Step 1: Prepare the import file

      See Group management

1. Open the CSV file containing the list of users to be imported into Self Help.

2. Specify the groups to be associated using group names.  See the description

• Create a Group column in the CSV file.
• For each user, enter the names of all the associated groups.
  Note: Use the comma to separate these names.
          

3. Specify the groups to be associated using True/False values.  See the description

• Create a column with the name of the group in the CSV file.
• For each user:
  • Enter 0 or False if they do not belong to the group.
  • Enter 1 or True if they belong to the group.
            

4. Save the CSV file.

Step 2: Associate groups with users in Self Help 

1. Display the records in the CSV file.

• Select Users > Users list in the Online Studio menu.
• Click Import to run the import.
• Select the CSV file.
• Click Next.
   The first ten records in the CSV file will be displayed.

2. Click the Group column.

The window for selecting groups will appear.
        

3. Specify the first column of the CSV file that contains groups and define the method to be used.

• Select the column in the CSV file from the Add column drop-down list.
          
• Select the method used to associate groups with users, i.e. using group names or True/False values.
          

4. Repeat the procedure to specify the other columns in the CSV file containing groups.

The Groups attribute in Self Help will automatically be updated.
        
 

Step 3: Import users

1. Click Next and click Close.

2. Check that groups have been correctly associated with users.

• Click one of the imported users.
• Check the groups for this user in the Details pane.