Users

Row actions
Deleted tab
By roles tab
By organization tab
Adding a user
- How to create a user

On the Users page you create and manage the accounts of everyone who works in TAS: you set their username, password, organizational unit, roles and preferences, and you lock or delete users. Only an administrator can see the page (role $Administrator or $SuperAdministrator). Open it from the main menu by selecting Users.

No.	Element	Purpose
1	Registered	Active and locked users. The default tab.
2	Deleted	Users who have been deleted. Read-only.
3	By roles	Role tree on the left, users of the selected role in the table.
4	By organization	Organizational structure tree on the left, users of the selected unit in the table.
5	Add user	Opens the New user window.
6	Column filter	The field below each column name. Type text and press Enter; the table shows only matching rows. Click a column name to sort.
7	Save filter	Saves the current combination of filters so you can reuse it later. Shown only when a filter is filled in.
8	Clear filters	Clears all column filters.
9	Filter	Opens saved filters and advanced filtering.
10	AI filter	A filter entered as a natural-language sentence, for example “locked users without an email”. Shown only when AI is enabled.
11	Full screen	Expands the table to fill the whole window.
12	Status	Active or Locked label. A locked user cannot log in.
13	Row actions	The Edit, Lock and Delete menu (see below).
14	Number of records	How many rows the table shows. Use the arrow to refresh the data.
15	View	Choice of table row density.
16	Customize columns	Hiding, showing and ordering columns.
17	Export	Downloads the table to an Excel or CSV file.

The table has the columns Status, ID, Username, First name, Last name, Display name, Email, User source, External ID and System user. User source and External ID are filled in by synchronization with the company directory (for example LDAP or Entra ID) and cannot be changed manually. By default, the table is sorted by username.

Double-click a row to open the user detail. Click it with the middle mouse button to open it in a new browser tab.

Row actions

Action	Purpose
Edit	Opens the user detail.
Lock	Switches the user between Active and Locked. Before the change, TAS asks “Do you really want to change the status of the user…?”.
Delete	Deletes the user after confirmation. The Delete key on a selected row works the same way.

Locking blocks login immediately. If the user is currently logged in, the change takes effect on their next request to the server. Their tasks, cases and roles do not change. When a user with a filled-in email is unlocked, they receive a notification that their account has been activated.

Deleting moves the user to the Deleted tab. Their tasks, cases, roles and substitutions are not handed over to anyone. A deleted user cannot be restored in the application, but you can use their username for a new account.

Hand over the agenda before deleting or locking
Neither locking nor deleting hands over tasks and cases to another user. If a person is leaving, first hand over their agenda in the HR agenda and only then lock them.

For a system user, a regular administrator sees only Detail instead of these actions, in which they cannot change anything. System users can be edited and deleted only by a super administrator.

Deleted tab

Shows users in the deleted state with the same columns, only without the Status column and without actions. The detail cannot be opened from here. It serves as an overview of who has been in the system.

By roles tab

On the left is the role tree divided into categories, with a search field at the top. After you click a role, the table shows only its users. If you click Add user in this view, the new user will have the selected role pre-filled.

By organization tab

On the left is the organizational structure tree; the root is labeled “/”. After you click a unit, the table shows the users who belong to it. A new user created from this view will have the selected unit pre-filled.

Adding a user

The Add user button opens the New user window. It has the same sections as the user detail: User information, Password, User preferences and Roles. The tabs at the top take you to the corresponding section.

Field	Purpose
Profile photo	Click Upload photo to select a JPEG, JPG, PNG or GIF image. It is uploaded after the user is saved.
User is active	When checked, the user can log in. It is unchecked by default, so if you do not check it, the user is created as locked.
System user	A technical account that does not log in to the application, for example an account for an API token. Only a super administrator can check it; for others the field is disabled.
Username	Required. The name used to log in. TAS stores it in uppercase, and it must be unique among active and locked users.
First name, Last name	Required.
Email	Address for notifications from TAS. The format is not validated.
Phone, Contact notes	Optional contact details.
Belongs to organizational unit	Required. The department the user belongs to. A user always belongs to only one unit. The default is the Unassigned unit, or the unit selected on the By organization tab.
Is manager of org. units	Units the user manages. The user becomes their manager, i.e. the superior of their members.
External ID	Read-only. Filled in by synchronization with the company directory.
Display name	The name under which other users see the user. If you leave it empty, TAS fills it in as “Last name First name”.

Field	Purpose
Password, Password (confirmation)	Optional. If you fill in a password, it must meet the password rules set in Configuration, and both fields must match. Click the eye icon to show the entered text. A user who logs in with a company identity does not need a password.
User preferences	Main language, date format and email notifications. See the User detail article for a description.
Roles	Roles of the new user. Copying roles from another user is available only after the first save.

When you click Save, TAS creates the user and keeps the window open. The Change password button and the Competences section then appear, and if the mobile application is enabled, also the Mobile application section. Save and close saves the user and closes the window. Every new user automatically receives the $AllUsers role and the default dashboard.

How to create a user

Click Add user.
Check User is active.
Fill in the username, first name, last name and email.
Select the organizational unit.
If the user logs in to TAS with a password, fill in the password and its confirmation.
In the Roles section, move the required roles to the right-hand list.
Click Save and close.

Password rules
The minimum and maximum password length and the number of uppercase letters, digits and special characters are set by the administrator in Configuration using the keys security.password.min, security.password.max, security.password.uppercase, security.password.digits and security.password.symbols. The default is at least 6 characters, one uppercase letter and one digit.

Related: User detail, Roles, competences and competence rules, Organizational structure, HR agenda and agenda handover.

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