User Management

General User Management:

• ­List of Users
• Creating a new User
• ­Adding new User Attributes
• Find a Use­r
• Changing a Users Password
• Set Users default Locale
• Managing Users Contact Information
• Managing Employee Information
• Setting the Users Portrait Picture
• Managing a Users Payroll Information
• ­User Self Service
• Managing User related Documents
• Managing Skills
• Set Order First Name / Last Name
• ­Delete a User
• Re-activate a User
• Bulk Update Users

Relate Users to other ]po[ Objects:

• Adding a Member to a Project
• Adding a Member to a Customer
• Adding a Member to an Office
• Adding a Member to a Department

Permissions and Access Rights:

• User Permissions and Access Rights
• User Profiles

General User Management

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Creating a new User

1. Go to "Users" tab on the main menu
2. Click on the "Add a new user" link in the sidebar. If you do not see this link you do not dispose of the permissions.
3. The "Add User" page should appear. Here you can fill out the users email, first and second names, password and other user specific information.
4. Choose the User Profile of the new user. The membership of these groups determine which information the user can see, modify or administer. Find additional information about the roles in section 'Permissions and Access Rights'

It is possible to add any number of new dynamic fields (DynFields) to a user. For additional information see the DynField Extensible Architecture

Setting User's default locale

The user's default locale is defined in a users account (http://[YOUR_SERVER]/intranet/users/view?user_id=[USER_ID])  ­

Managing Employee Information

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Managing the Users Contact Information

Contact information allow to specify a large number of address related information about a user.

Setting the Users Portrait Picture

Users portrait are used typically in the intranets of distributed organizations to present employees to the staff of other offices. Knowing about employees of other offices allows for easier communication and improves the coherence in a distributed organization.

User Se­lf Service

• The management of users contact information and email
• Prices and rates of freelancers
• The management of users skills. However, a confirmation from a supervisor is necessary to validate users skills.

Related Topics:

• Editing Basic User Information
• Editing User Contact Information

Managing User related Documents

A ]po[ File Storage Portlet is meant to store CVs, contracts and other user specific information.

Managing Skills

Freelance skills are list of "Skill Type" - "Qualification" pairs that describe the skills of a freelancer. The sample below shows some typical skill types for Translation Freelancers, however this Portlet is configurable and can be adjusted to other skill types, e.g. IT Skills.

Source Language	Target Language	Sworn Language	TM Tools	LOC Tools	Operating System	Subjects
Skill Claim en High ca_ES fr	Skill Claim es_ES High	Skill Claim fr	Skill Claim Trados 3.x Medium	Skill Claim	Skill Claim	Skill Claim Eco High

Set Order First Name / Last Name

By default all users are shown as FIRST LAST. If you wish a different order please get in touch with your System Administrator and ask him to change parameter NameOrder accordingly.

Delete a user ­

Users can be "deleted" by changing their status in the Administration portlet of their user account (http://[YOUR_SERVER]/intranet/users/view?user_id=[USER_ID]):
As a matter of fact a user is not entirely removed from the system but rather "de-activated". For compliance reason, the system needs to be capable of providing information about users activities and relationships to other objects such as projects and companies after leaving the organization.

In some cases you might want to remove a user entirely from the system. In this case please use the "Nuke" feature you'll find in ADMIN->DELETE DEMO DATA. Nuking might require additional steps to be executed on a database level and should be performed by System Administrators only.  
     

Re-activate a deleted user

Use ]po[ Full-Text search and find user based on name or email address. Please note that you would need to check "Include deleted".
Open user account and change status in ADMIN portlet (see above).

CVS Bulk Update Users

User data can exported, edited in a third party application such as MS EXCEL and re-imported again.
This feature is available from V4.x on and located at: http://[YOUR_SERVER]/intranet/users/upload-users

As of February 2013 we support updating "Hourly Costs" only. It has been developed in the first place to support bulk updates of User Attribute "Hourly Cost" for "Skill Profiles".   
Users connected with those Skill Profile will be automatically updated if desired.

Feature will be be further extended to support bulk-updates of all Standard and Dynamic User Attributes. For additional information please see our Roadmap or get in touch with us. 

In a first step please upload the CSV file containing user data.
Your file needs to contain at least one of following attributes that are used to determine the user record in ]po[:

• ]po[ User Id
• email
  
• First Names and last Name 

As a rule, these fields will never be updated.

You also need to indicate the format of numeric values your CSV file contains (Decimal Seperator comma vs. decimal point).
In case your configuration maps Skill Profiles to users, you can use Advanced Settings in order to aumotically update the Hourly Costs of all users related to a Skill Profile to be changed during the import.

In a second step you would need to map all fields found in the CSV file with database fields.
Simply choose one element each for Import File and User Attribute and relate by using "Assign".  

Once all mappings have been entered, you can submit the form. To ensure data quality, all update attempts are performed "All or Nothing".

In a first step the tool performs a test import. If the system is unable to find a user record for a CVS record, the import breaks. 
In this case you have to options:

• Remove the record from the import file and restart from the beginning
  
• Create a user record in ]po[ and refresh the page that shows the error
  

In another validation the importing tools validates the data types of the values provided. If data types do not coincide, the import will also be denied.  

Relate Users to other Objects

Adding a User to a Project

Project roles define access permissions to project on a case-by-case base. Project roles are particularly useful for "Freelancers" and "Clients" with normally very restricted access to the system.

Project Roles can be extended and customized for a specific company. However, a number of predefined project roles exist:

• Administrator:
  The administrator of a project can assign new users to the project and change its main characteristics. Also, the enjoys full read and write access to all associated components such as discussion forums and filestorage.
• Member:
  A member has access to all information of a business object but is not allowed to administer the object.
  
  

Adding a User to an Office

In order to assign a user to an office, please go http://[YOUR_SERVER]//intranet/offices/ , choose an office and assign members.

If a user is assigned to at least one office, a portlet on the users main page is shown:
http://[YOUR_SERVER]//intranet/users/view?user_id=[USER_ID]

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User Permissions and Access Rights

The management of permissions and access rights is the most complicated element of ]project-open[ because it really is a management of trust relationships. There is a dilemma between:

• Access: Users should have access to all information and documents necessary to do their job.
• Restriction: Users should not have access to more information then necessary to do their job.

To solve this dilemma ]project-open[ introduces three types of access permissions:

• "User Profiles" which correspond to department membership in a company
• "Project Roles" which correspond to the function of the user in a specific project and
• "User Hierarchy" which corresponds to the hierarchy in the company.

Each of these concepts are explained below.

­­User Profiles

User profiles correspond to department membership in the company or business partners respectively.

• Senior Management: The management of the company with access to all corporate information
• Project Managers: Employees with special skills to manage projects
• Employees: Each Employee needs to be at least a member of this group
  
• Finance: Employees with access to financial documents and other financial information
  
• Freelancers: External users who can take part in specific projects. Freelancers have basically no access rights outside the specific projects they take part of.
• Clients: External users with permissions similar to Freelancers.

Please note that the groups Employees, Freelancers and Cli­ents are mutually exclusive.

A different type of profile is the so called "Skill profile". For each skill profile / skill set in the organization a virtual user record is created. These "Skill Users" represent skill set and serve for several purposes:

• Assignment of multiple skills to users, defined by skill level (e.g.: 100%, 50%) possible
• Support of project staffing (show all user having the skills as defined for the project to staff
• High level Project Planning using skill profiles / resource planning based on skill profiles 
  

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