Users
Users in Team Assistant are individuals with a unique electronic identity who utilize the platform to manage business processes. Each user has their own account, which includes a unique username, password, and other registration details.
Users can be assigned to an organizational structure and have different roles, including the role of a manager within an organizational unit.
User Management
Viewing Users
All users in the application can be accessed under the "Users" tab.
User Management Methods
Users can be managed in two primary ways:
- Externally (LDAP): Users are managed in an external system, and Team assistant synchronizes the user data via an application or data interface. Authentication can be performed within Team assistant or through an external system (e.g., Azure AD). Single Sign-On (SSO) can be implemented if supported by the IT infrastructure. In external authentication scenarios, Team assistant does not manage passwords or other authentication credentials.
- Manually: Users are managed directly in Team assistant. The management methods are described in the following sections.
Both methods can be combined.
Documentation on integrating Active Directory with Team assistant can be found here.
User Attributes
Registration Details
- Unique Username: Required for logging into the system. It is recommended to follow the organization's naming conventions.
- Password
- First Name
- Last Name
- Profile Photo (Optional)
- Contact Information (Optional)
- Email: Used for receiving notifications.
- Display name - it is possible to change what name is displayed to the user (if there are multiple users with the same name, it is possible to display the name "Anie Gernat" instead of "Anna Gernat")available from >v5.7
User Settings
- Organizational Unit: Users must be assigned to a single organizational unit, defining their primary role.
- Managerial Role: Optional role assignment as a manager in one or more organizational units.
- User Activation: Checking this option grants the user access to the application.
Roles
A user must have a role assigned to perform actions within the platform. More details on roles can be found here.
Competencies
More details can be found here.
User Status
- Active: The user can log in and perform assigned tasks.
- Locked: The user cannot log in.
- Deleted: The user is removed from the user list and cannot access Team assistant.
User Actions
Adding a New User
- Click Add in the top-right corner of the screen.
- Enter the required details based on user attributes.
- Click Save to confirm, or Close to discard changes.
Editing a User
- Select the user to edit.
- Click Edit to open the form.
- Modify the necessary fields.
- Click Save to confirm, or Close to cancel.
Locking a User
Locking a user prevents them from logging in. The lock function is reversible.
- Select the user.
- Click the Lock icon.
- Confirm or cancel the action in the pop-up window.
More details on ensuring process continuity can be found here.
Deleting a User
It is recommended to lock a user rather than delete them to maintain system continuity. Deleting a user should be done only if necessary.
- Select the user to delete.
- Click the Delete icon.
- Confirm or cancel the action in the pop-up window.
Audit logs will retain records of deleted users' activities. If a user is referenced in active processes (e.g., as a supervisor), they cannot be physically deleted.
If a user is removed from Active Directory or disappears from the userFilter in authentication settings, they will be automatically locked in Team assistant.
More details on ensuring process continuity can be found here.
Password Management (Not Applicable for AD-Synced Users)
Administrators can enforce security policies under: Administration > Configuration > Security > Password Policy and Password Expiration
Exporting User Data
User tables can be exported to Excel or CSV by clicking the Export icon in the bottom-right corner.
FAQ
Q: A user changes positions and should not access their previous tasks.
- If the user receives a new account for their new role, no action is required—the old account will be locked along with its associated data.
