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User & Group ManagementUser Management:
Relate Users to other ]po[ Objects:
Role Based Access Control:
OpenACS Group Management
General User Management
List of all ]po[ UsersUsers in ]project-open[ represent physical persons who interact in some way with the system. To see a list of all current ]po[ users go to http://[YOUR_SERVER]/intranet/users/
Creating a new User
1. Go to "Users" tab on the main menu
Please note that a user needs to be at least a member of one of the following groups: "Employees", "Customers" or "Freelancer".
Adding new User Attributes
Finding a User
The quickest and most convenient way finding a user is probably using the ]po[ Full Text Search. A search box is located on the top right corner of each ]po[ screen. Alternatively you can browse http://[YOUR_SERVER]/intranet/users by users last name or using the filters in the side menu.
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
Employee information is managed through portlet component Employee "Information"
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
Given users the opportunity to maintain their data by themselves, saves for example administrative effort for HR.
Examples for this philosophy are:
Managing User related Documents
A ]po[ File Storage Portlet is meant to store CVs, contracts and other user specific information.
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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.
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.
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).
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[:
As a rule, these fields will never be updated.
You also need to indicate the format of numeric values your CSV file contains (Decimal Separator - 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 the 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.
In a first step the tool performs a test import. If the system is unable to find a user record for a CSV record, the import breaks.
In this case you have two options:
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.
To ensure a correct import, all update attempts are performed "All or Nothing". In other words: Nothing will be imported until the file has been adjusted and errors that occurred during the import attempts have been addressed by either adding or changing ]po[ master data or the import file itself.
To update the users vacation data a more advanced feature is available. Find additional information in the Absence Tutorial
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:
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:
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:
To solve this dilemma ]project-open[ introduces three types of access permissions:
Each of these concepts are explained below.
User profiles correspond to department membership in the company or business partners respectively.
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:
User Profiles are implemented as "OpenACS Groups".
To add a group please go to http://[YOUR_SERVER]/intranet/admin/profiles/ and choose "Add a new profile".
Please choose a Profile name and create a group. As a next step you need to set VIEW, READ, WRITE and ADMIN permissions related to the already existing groups in the system. This needs to be done on page: http://[YOUR_SERVER]/intranet/admin/user_matrix/
Please note that missing permission settings will will lead to incomplete data shown to users that are members of the newly created profile.