From the Users and Groups Management window, you can add, edit and delete users and groups.

You find Users and Groups Management in the Administration tab Administration > Users and Groups. You have to have the administrator privileges to open it.

This page will give an overview of the possibilities to manage users and groups.

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Rules

Different rules apply to the Users and Groups Management:

Users:

• A user can be a member of more than one group. The user will then always have the highest privileges:

Example: If the group Users is set up to allow “read” for the information group “Technical Specification” and the group ProductUsers is set up to allow “read”, “write” and “delete” for the same information group, and the user is a member of both groups, the user will have “read”, “write” and “delete” permissions for the information group “Technical Specification”.

• A user will inherit Roles from groups (for more information, see Role-based Access)

• A user cannot be deleted, if he has created an item (e.g. a product). If a user should no longer have access to Perfion, you can deactivate the user. A deactivated user can always be activated again.

Groups:

• A group cannot be deleted if any users are members of the group, including inactive users.

• The groups default Administrators, Super Users and Users cannot be deleted. They are pre-configured in the Perfion database and are fundamental to the security setup.

• Newly created groups will have the same privileges as the pre-configured group Users. See table below.

Pre-configured groups

In the table below, you will find what standard areas and features each default groups gives its users access to:

A member of the group Administrators has all rights in Perfion. You cannot change privileges of an Administrator.

The Super Users group has access to all created sections except Features and has full access to all information in all Information Groups. A member of the Super Users group can also delete, add and edit items.

The “Users and Groups Management” tab

The Users and Groups Management tab in the window consists of two lists. The list on the left side makes it possible to select either Users or Groups. The list on the right side shows a list of the users or groups accordingly.

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Editors and Readers

A user can have a type of either Editor or Reader. How many Editors and Readers that can be active at the same time is determined by what is specified in the license.

For a user to have the type Editor, the user must have checked ‘Can Edit’ in one or more languages or the ‘Non-localizables’ checkbox (see below).

Managing Users

Right clicking in the users/groups list give the following possibilities: Add new User, Set Password, Delete, Rename and Properties.

Add new User

1. Right click in the user list and select Add new User. The following window opens:

2. Enter UserID. The UserID must be unique and cannot be changed later on.

3. Enter Name and (optionally) Description

4. Enter a Windows Domain User ID. The Windows Domain User ID leys you log in automatically.

5. In the Default Info Group, you must select which Information Group is to be shown when you open/edit an item.

6. Languages specifies which languages the user can access in Perfion. To add a new language click the Modify… button. The following window will now appear:

   1. On the left side is the specific user’s active languages displayed. On the right, there are two options: Active Languages and All Languages.

      1. Active Languages displays all languages currently assigned to all users. (This number cannot exceed the number of languages specified in the license.)

      2. All Languages displays all languages available to choose from in the database.

   2. To add a language to the user double click on a language in Active Languages or All Languages. Alternatively, you can use the buttons in the middle of the window.

   3. To remove a language from the user, double click on the language on the left side. Alternatively, you can use the buttons in the middle of the window.

7. Delete will remove the selected language from the user’s languages.

8. Make Editor will check ‘Can Edit’ for all selected languages. This is convenient if a user has a lot of languages assigned.

9. Make Reader will uncheck ‘Can Edit’ for all selected languages.

10. The checkbox Can Edit non-localizable features specifies if a user can edit feature not marked as Localizable.

11. Enter a Password: This is not a mandatory step.

12. Confirm your password, if you have entered a password above.

13. Click OK

14. After creation you can add the user as a member of a group in the Member Of tab via User Properties. You can also assign Roles to the user in the Roles tab via User Properties.

Set Password

1. Mark the user you want to set the password for.

2. Right click and select Set Password. The following dialog appears

3. Enter a new password.

4. Confirm the new password.

5. Click OK

Delete User

Not all users can be deleted. For more information see Rules.

1. Mark the user you want to delete.

2. Right click and select Delete

3. Click OK

Change User Properties

1. Mark the user you want to edit.

2. Right click on Properties. The User Properties dialog open with three tabs; User, Member Of and Roles.

3. User tab:

   1. Make the changes to Name, Description and Windows Domain UserID.

   2. Choose whether the User should be active or not by selecting/deselecting the “User is active” checkbox.

   3. Change Default Info Group and Languages. If you change one of these, the user must log out and in again before it takes effect.

4. Member Of tab (Add or remove which groups the user should be a member of):

   1. Add the user to a group: Click on the Add button and double click on a group in the list. For multiple groups, click Add again.

   2. To remove the user from a group: Mark the group and click the Remove button.

5. Roles tab

   1. Use this tab to assign specific roles to the users. For more information about roles, see Role-based Access.

Generating User API Tokens

For more information about generating user API tokens, see ‘Getting the token from Perfion Windows Client’.

Managing Groups

Right clicking in the groups list give the following possibilities: Add new Group, Delete, Rename and Properties.

Add new Group

1. Right click on Add new Group. The following dialog opens.

2. Enter ID. ID must be unique and cannot be changed later on.

3. Enter a Name

4. Enter a Description (optional).

5. Click OK

6. You can add members to the group via Properties

Delete Group

Not all groups can be deleted. For more information, see Rules.

1. Mark the group you want to delete.

2. Right click and select Delete.

3. Click OK.

Group Properties

1. Mark the group you want to edit.

2. Right click on Properties. The Group Properties dialog open with three tabs; General, Members and Roles

3. General tab:

   1. Change the Name and Description fields.

4. Members tab:

   1. Adding users: Click on the Add button and double click on a user from the list. Repeat this step to add multiple users.

   2. Removing users: Mark the user and click Remove.

5. Roles tab:

   1. Use this tab to assign specific roles to the members of the group. For more information about roles, see Role-based Access.

The “Current Active Languages” tab

The Current Active Languages tab displays all languages currently assigned to all active users in Perfion.

The list in the Current Active Languages tab provides an overview of all languages in Perfion assigned to active users.

From this list, it is possible to remove languages from specific users or remove a specific language for all users.

Removing language from a specific user

To remove a language from a specific user, right click on the user in correct language context and press ‘Remove language from user ‘(username)’. E.g. to remove Afrikaans from the user NewUser, right click on NewUser under the ‘AFK – Afrikaans’ node and press the option.

Removing the last user from a specific language will also remove the language from the list, as it is no longer assigned to any users.

Removing a language from all users

To remove a specific language from all users, right click on the language you want to remove and press ‘Remove language from all users’. E.g. to remove German from all users which have German assigned, right click on ‘DE – German’ and press the option.

Important note regarding ‘Removing languages’

Please note that it is not possible to remove a language from a user, if the user only has one language assigned. This will cause Perfion to display an error message:

It is possible to use the ‘Remove language from all users’, even if the removed language is the only language assigned to some of the users. This will remove the language from all users, which have more than one language assigned, and preserve the language on users with only one language assigned. Hence, the selected language will not be removed completely.