User Management tab

This section describes how to manage ALM users by using the Web Administration User Management tab.

UI element

The following table describes the UI elements of the User Management tab.

UI Element Description

Opens the Add New User dialog box, enables you to add new users.

For details, see Add new users.

Opens the Assigns Project to Users dialog box, enabling you to add the selected users to the selected projects.

For details, see Assign projects to users.

Deletes the selected users.
Activates the selected users. For details, see Deactivate and activate users.
Deactivates the selected users. For details, see Deactivate and activate users.
Opens the Set Deactivation Date dialog box, enabling you to select a date when the selected users will automatically be deactivated. For details, see Deactivate and activate users.
Refreshes the users list.
Opens the Set Roles dialog, enabling you to assign roles to the selected users.

Opens the Set Policy dialog box, enabling you to assign a policy to the selected users.

For details, see Assign policies to users.

It includes the following options:

Filters users by user attributes.
Searches users by username.

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Add new users

You can add users to the system. After a user is added, you can view and edit its details.

To add a new user:

  1. Open Web Administration > User Management tab.

  2. Click Add Users .

  3. In the Add New User dialog box, enter the following information for the user.

    • User Name: Type a username (maximum length: 60 characters). A user name cannot include the following characters: ( ) @ \ / : * ? " ` < > | + = ; , %.

    • Identity Provider Name, Identity Key: For single sign-on (SSO) authentication only. For details, see Set up SSO Authentication.

    • Email: It is recommended to add an email for the user. If the user is added to projects, it enables the user to receive projects information.

  4. Click Save. The user is added with blank password.

    After the user is created, an emails will be sent to the user to inform the username.

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Import users

You can import users from a CSV file.

To import users:

  1. Open Web Administration > User Management tab.

  2. (Optional) Click the More button , and select Import > Download User Import Template.

    You can also use your custom csv file to save the information of the users you want to import.

  3. Click More > Import > Import Users from CSV File to open the Add User from CSV window.

  4. Click Browse, select the CSV file you want to upload, click Open, and click Upload.

  5. In the Map to Users Fields section, map the user fields in Web Administration to the user fields in the CSV file you uploaded.

    Only the mapped user fields are imported.

  6. Click Add Users.

    The Operation Complete window opens, listed which users are imported and which are not, and why. You can click Export to CSV to export the result.

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Update user details

After you add a user, you can update user details. For example, you may need to update a user's full name or contact details. You can also define ALM users as site administrators.

To update the details of a user:

  1. Open Web Administration > User Management tab.

  2. Click the user from the users list.

  3. In the User Details tab, you can update the following information.

    • User Name, Full Name, Email, Phone, and Description

    • Activation Status

      • Active: Select this to activate the user.

      • Not Active: Select this to deactivate the user.

      You can also deactivate or activate a user by using the Deactivate or Activate button. See Deactivate and activate users.

    • Auto Deactivation Date: Sets a future deactivation date for the user. You can also use the Set Deactivation Date button. See Deactivate and activate users.

    • Policy: Select a policy for the user. You can also use the Set Policy button. See Assign policies to users.

    • Role: Select a role for the user. You can also use the Set Role button. See Assign roles to users.

  4. In the User Projects tab, assign project to or remove projects from the user.

    For details, see Assign multiple projects to a single user.

  5. Click Save to save your changes.

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Export users

You can export the username and full name of all site users to a text file.

To export users:

  1. Open Web Administration > User Management tab.

  2. Click the More button , and select Export.

    The users are exported to a .txt file and saved in your download default path.

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Assign projects to users

As an ALM site administrator, you can control user access to ALM projects by assigning users to and removing users from projects.

When you add a user to a project, the user is automatically assigned to the project with the Viewer group privileges.

Note: You can also assign a project to a user from the Projects tab. For details, see Add users to a project.

Assign a single project to multiple users

You can assign a single project to multiple users.

  1. Open Web Administration > User Management tab.

  2. Select the users you want to assign the same project to, and click Assign Project to Users.

  3. In the Assign Project to Users window, in the Project field, select the project you want to assign to the users.

  4. In the Grant and Remove Roles table, define the roles for each user.

    1. Click the Group drop-down field.

    2. Select the roles you want to assign to the project user.

  5. Click Next to go to the Summary step.

    The Summary step lists the users that are assigned to the selected project with specified roles.

  6. Click Finish.

Assign multiple projects to a single user

You can assign multiple projects to a user and remove projects from a user in the user details page.

To assign projects to a user:

  1. From the users list, click the user to whom you want to assign projects to.

  2. Click the User Projects tab. It lists the projects that are already assigned to the user.

  3. To assign more projects to the user, click Add Projects.

  4. In the Add Projects window, from the All Projects list, select the projects you want to assign to the user, and click .

  5. Click Add.

    The assigned projects are listed in the User Projects tab.

To remove projects from the user, click the Delete Project button in the Action button for each project, and click Delete in the Delete Project dialog box.

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Deactivate and activate users

You can deactivate or activate an ALM user. A deactivated user cannot log in to any project. The user is not deleted from the Users list, and all user permissions and settings are saved. This can be useful, for example, for contract workers that work intermittently for a set period of time.

Deactivate users

To deactivate users:

  1. Open Web Administration > User Management tab.

  2. Choose one of the following.

    Deactivate users as of the next attempted login
    1. Select on or more users from the users list.

    2. Click the Deactivate button .

    3. Click OK in the confirmation dialog box.

    Deactivate users on a set date in the future
    1. Select one or more users from the users list.

    2. Click the Set Deactivation Date button .

    3. In the Select Date field, select a date, and click OK.

Activate users

To activate users:

  1. Open Web Administration > User Management tab.

  2. Select on or more users from the users list.

  3. Click the Activate button .

  4. Click OK in the confirmation dialog box.

Note: You can also deactivate or activate a user by updating the user details. See Update user details.

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Assign policies to users

By default, all users are assigned with the default policy. You can assign a different policy to users.

To assign an authentication policy to users:

  1. Open Web Administration > User Management tab.

  2. Select the users to whom you want to assign an authentication policy, and click the Set Policy button .

  3. In the Set Policy window, select a policy, and click Next.

  4. Click OK in the confirmation dialog box.

Alternatively, you can also assign a policy to a user by updating the user details. See Update user details.

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Assign roles to users

A user's role decides its permissions.

To assign a role to a user:

  1. Open Web Administration > User Management tab.

  2. Select the user to whom you want to assign a role, and click the Set Role button .

  3. In the Set Role window, select a role, and click OK.

  4. Click OK in the confirmation dialog box.

Alternatively, you can also assign a role to a user by updating the user details. See Update user details.

Send emails to users

You can send a message to selected users or all users of selected projects or domains. This enables you to periodically inform the users of important maintenance activities.

Send a message to selected users
  1. Open Web Administration > User Management tab.

  2. Select one or more users to whom you want to send a message, and click More > Send Email.

  3. In the Send to Users tab, enter the subject and message you want to send.

  4. Click Send.

Send a message to all users of selected projects or domains
  1. Open Web Administration > User Management tab.

  2. Click More > Send Email.

  3. In the Send to Projects/Domains tab, in the To field, select the projects or domains you want to send messages to.

  4. Enter the subject and message.

  5. Click Send.

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Move users between customers (for SaaS only)

You can move users from a customer to another.

To move users:

  1. Open Web Administration > User Management tab.

  2. Select the users you want to move to another customer.

  3. Click the More button , and select Move Users.

  4. In the Move Users Between Customers window, select the target customer you want to move the users to, and click OK.

  5. A warning message opens telling you that all projects where the users have membership will be disassociated. Click OK to confirm.

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Manage orphan users (for SaaS only)

Users that are created in Site Administration rather than in Web Administration (for SaaS), and do not have customers associated with them, are called orphan users. You can make an orphan user a non-orphan by assigning the user to a customer.

To assign a customer to an orphan user:

  1. Open Web Administration > User Management tab.

  2. Select the users you want to move to another customer.

  3. Click the More button , and select Orphan Users.

    User interface elements are described below.

    UI Element

    Description

    <customer drop down list>

    Opens a drop down list of all owner customers and end customers. Select a customer.

    Assigns the selected orphan user to the customer.

    If the orphan user has already been associated with another customer, an error message is displayed asking you to disassociate the orphan user with the other customer. If you select this option, the User projects for user (<orphan user name>) dialog box opens, enabling you to remove the orphan from the project.

    Note: You can also assign orphan users that have been assigned to projects to a specific customer without removing them from the projects. To enable this, contact your SaaS delivery team for help.

    Removes the customer from the user.
    User Projects Opens the User Projects dialog box. For details, see Assign multiple projects to a single user.
    Login Name The login name of the orphan user.
    Full Name The full name of the orphan user.
    Email The email of the orphan user.
    Phone Number The phone number of the orphan user.
    Domains The domains of projects with which the orphan user is currently associated.
    Possible Customers The names of the customers, who own the projects, with which the orphan user is currently associated.
    Assign to Customer The name of the customer you are assigning the orphan user.
  4. Click OK.

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See also: