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Users

Introduction​

The Users menu is designed to help manage the list of users who have access to the system. Through this feature, administrators can monitor all registered users along with their roles, statuses, and activities.

The following is a guide to managing users in the system. This guide covers the process of creating new data, viewing the data list, filtering, searching, editing, and deleting data.

1. Create New User​

Follow the steps below to create a new user in the system:

1. Go to the Users menu

  • Open the User Management menu in the navigation panel.
  • Select the Users submenu from the options that appear.
  • Click the Create New button located on the right side of the screen to begin the process of creating a new user.

2. Select the Invitation Method

Determine the invitation method to be used:

a. Invite by Email: Sends an invitation to the user via their registered email.

b. LDAP Import: Searches for users directly from the LDAP directory.

Select the option that best suits your needs.

  • If you choose Invite by Email, please fill in the following form:

    • Email: Enter the user's email address.
    • First Name: Enter the user's first name.
    • Last Name: Enter the user's last name.
    • Description: Add a description of the user to provide additional details (optional).

  • If you choose LDAP Import, please select a user from a group that is already integrated with LDAP.

3. Determine the User Role

Select one of the four available roles:

  • Super Administrator: Has the highest and full access rights to the entire system.
  • Administrator: Manages all aspects and configurations of the system.
  • Stakeholder: Monitors and oversees the system as a whole.
  • Member: Uses certain features with limited access.
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For the Member role specifically, you will be directed to assign the user to a certain group and select a role (Admin, Viewer, or Custom) according to your needs.

4. Save the Configuration

  • After filling in all the information, click the Next button to continue.

  • After clicking the Next button, you will be directed to the review page to check the details first. If everything is correct, click the Create User button.

  • A pop-up notification will appear stating that the user was created successfully.

5. Verify the account

For the invite by email invitation method, after the account is created, its status in the Users list will appear as Pending and will require verification.

To verify the account, follow the steps below:

  • Open the user's email inbox and locate the verification email.
  • In the email message, click the Verify your email button to continue the verification process.
  • You will be asked to create a password with the following requirements:
    • Minimum of 8 characters
    • At least one uppercase letter
    • At least one lowercase letter
    • At least one number
    • At least one special character
  • After entering the password, click Submit.
  • A pop-up notification will appear confirming that the account was successfully verified.

The user's account status will change to Active and can be used to access the system.

2. List Users​

After the data has been successfully created, users can view the list of User Data saved in the system.

The following is an explanation of each column displayed on the Users page:

  • Name: Displays the name of the user registered in the system.
  • Email: Displays the email of the user registered in the system.
  • Role: Displays the role assigned to the user.
  • Status: Displays the active, inactive, and pending status of the user.
  • Last Login: Displays information on when the user last logged in to the system.
  • Updated By: Displays the user who last updated the users.
  • Last Update: Displays the date and time of the last update.
  • Action: Contains a button with a three-dot icon, allowing users to manage the account, such as editing, deactivating, or deleting the user.

3. Filter Users​

On the Users page, there is a Filter feature indicated by a funnel icon. This feature helps users filter user accounts based on certain criteria, making it easier to display relevant information.

The following are the steps to use the Filter feature on the Users page:

1. Open the Users Menu

  • Open the User Management menu in the navigation panel.
  • Select the Users submenu from the options that appear.

2. Display the Filter Panel

Click the Filter button at the top right of the table to display the filter options.

3. Select the Filter Criteria

  • Select the desired filter criteria:
    • Role: Filter based on the user's role.
    • Status: Filter based on the user's status.
  • Check one or more criteria as needed.

4. View the Filter Results

After selecting the filter criteria, the system will automatically display the list of user data according to the selected filter.

5. Clear the Filter

  • To remove a specific filter, uncheck the selected option.
  • To remove all filters at once, click the Clear all filters button at the bottom of the filter panel.
  • After the filter is removed, the system will automatically display all user data without any filter restrictions.

4. Search Users​

The search feature makes it easier for users to find specific User Data without having to browse through the entire list manually.

The following are the steps to use the search feature:

  1. Open the User Management menu in the navigation panel.
  2. Select the Users submenu from the options that appear.
  3. Locate the Search field at the top right of the table, next to the Filter button.
  4. Enter a keyword in the Search field. The keyword can be the user's name or email.
  5. The system will automatically display the list of Users that match the entered keyword.
  6. To display all data again, manually clear the keyword from the Search field.

5. Edit Users​

On the Users page, users can update user account information as needed. The Edit feature allows changes to data such as role, status, description, group, and members.

The following are the steps to use the Edit feature on Users:

1. Open the Users Menu

Open the User Management menu in the navigation panel, and select the Users submenu to display the available list of users.

2. Open the Action Menu

  • In the Action column of the row for the user you want to edit, click the three-dot icon.
  • Click Manage or click the user's name to open the user detail page.

3. User Detail Page

At the top of the detail page, there is the user's name along with its creation date (Created on), last login, a Back to list button to return to the list, as well as Edit and Delete buttons at the top right.

The information displayed includes:

  • Full Name & Email: The full name and registered email address of the user.
  • Role: The role assigned (Administrator, Member, Stakeholder).
  • Status: The user's current status.
  • Description: Additional notes or details about the user.
  • Assigned Groups: The groups the user belongs to and their role within those groups.
  • Activity Log: Displays the history of activities performed by the user. Use the Load More button to display the complete history.

4. Edit User Data

  • Click the Edit button at the top right of the page.
  • Make the necessary changes, such as:
    • Updating the user's role.
    • Updating the user's status.
    • Updating the user's description.
    • Updating the group or the assigned group role that appears for the member role.

5. Save the Changes

  • After making the changes, click the Save Change button to save the updated data.
  • The system will display a notification that the data was successfully updated.

6. Delete User​

On the Users page, users can delete user accounts that are no longer needed.

The following are the steps to delete a User:

1. Open the Users Menu

Open the User Management menu in the navigation panel, and select the Users submenu to display the available list of users.

2. Select the User to Be Deleted

  • Locate the user you want to delete in the Users table.
  • In the Action column of the row for the user you want to delete, click the three-dot icon.
  • Click Manage or click the user's name to open the user detail page.

3. Click the Delete Button

  • Once the detail page opens, click the Delete button located at the top right of the page to proceed with the deletion process.

4. Confirm the Deletion

  • After clicking the Delete button, the system will display a confirmation window to delete the user account.
  • At this stage, you are asked to enter the email address of the user to be deleted, matching the text displayed on the screen.
  • After entering the user's email address, click Yes, Delete to confirm the deletion.
  • A pop-up notification will appear stating that the user was successfully deleted.
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Be sure to double-check before deleting a user account, as this action cannot be undone.

By following the steps above, users can easily manage user accounts as needed on the TAKAKRYPT platform.