How to Search Users

User Search Results

Abstract

This section describes User Search functions and results where updates to the user can be made.

When a search is performed, the results are displayed in the Search Results table (refer to the following Advanced Search User Results and Table Column Format figure for a search results example).

Figure 11. Advanced Search User Results and Table Column Format

Note

The Last Name column links to that particular user’s details.

Table 3. Search User Table Columns

Custom sorting is allowed for the following columns:

• Last Name (Sorting results are default sorted by Last Name.)

• First Name

• Email

• Username

• User Category (This drives user export filters.)

Note

Combined sorting is supported.

In-line Actions: The search results table provides the admin with the ability to update a user directly from the search results.

To Enable or Disable a user,

1. In the Activation column, select the active link for either Disable or Enable in the Status column.

   Tip

   You can also change the user Status in the User Details section by selecting the user's Last Name link in the Last Name column.

2. If Enable is selected, a dialog box displays with the message Do you wish to enable this user? Clicking on Yes will enable this user., asking the administrative user to confirm the choice.

   1. The administrative user either selects Yes, Proceed, to proceed to complete the change, or Cancel to discard the change as shown in the following figures. (Selecting Yes, Proceed changes the Enable link to display as Enabled.)

   Figure 12. Enable Confirmation dialog window

   

Status Column Process Steps

Abstract

The Status column allows the administrative user to update users by selecting the Status column's update action.

The Status column includes the following actions:

• An Expired user update action which allows the administrative user to update the user to a current status.

• A Future user update action which allows the administrative user to search for users with future validity dates.

Procedure

To update an Expired user in the Status column,

1. Select the Update link in the Status column. .

   Tip

   You can also change the user Status in the User Details section by selecting the user's Last Name link in the Last Name column.

   The Status column includes a Future user update action which allows the administrative user to search for users with future validity dates.

   To update a Future User in the Status column,

2. Select Update by Future User in the Status column. A dialog box displays with the message Do you want to update the date? Enter a user future date.

3. Enter a future validity date value in the yyyy-mm-dd format in the Enter a user future date field.

4. Select Save to save the future date change or Cancel to exit to discard the future date change.

   Note

   After the date is saved, the user no longer displays as a future user.

   Figure 13. Future Date Update Confirmation dialog window

   

   Important

   The validity date cannot be in the past. It must be the current date, or a future date.

   Other possible Status column conditions include:

   • Locked/unlock: Locked displays when the user account is locked. (The administrative user selects unlock to unlock the user account.

   • Expired/update: Expired displays (in red text) when the user account is expired. (The administrative user selects update to update the user account.)

   • No Access/update: No Access displays when the user has no licensed applications. (The administrative user selects update to go to the user's Details page and update the Access section.)

Updating an Existing User

Abstract

Updating and existing user allows access to the Profile and Account sections via the Last Name link.

The user can update Profile and Account information for an existing user by performing the following steps.

Important

When a user import is in progress, a warning message displays with the following message. Warning: A user import is currently in progress. Any updates made during this time may be overwritten by the processing import data.

To update an existing user,

1. Search for the user and select the user's Last Name link in the Last Name column. A new page opens with the Profile and Account details for that user, and available Access applications for that user. The Access section contains links to various Infinite BrassRing Platform applications. These links are either enabled or disabled for that user.

   Figure 14. User Details page accessed via Last Name link

   

   In the Profile section,

2. Update the user's Profile settings as needed for the following fields:

   Note

   Fields marked with an asterisk are mandatory fields. The Profile section displays the user's personal information, along with the ability to update the Profile settings.

   • First Name (mandatory)

   • Middle Name

   • Last Name (mandatory)

   • Locale (mandatory)

   • Email Address (mandatory)

   • Category (Category has a list of predefined values (such as, New Hire and Employee) and is used to differentiate between new hires and employees.)

   • Job Title

   • Phone Number

   • Phone Extension

   • Fax Number

   • Timezone

   • Country

   In the Account section,

3. Update the user's Account settings as needed for the following fields:

   Note

   Fields marked with an asterisk are mandatory fields. The Account section displays the user Infinite BrassRing Platform account information, along with the ability to update the Account settings.

   • User Name (mandatory)

   • HRIS Employee ID (mandatory): The HRIS employee ID comes from the customer's HRIS system. (If HRIS Employee ID is populated, it is read-only. If HRIS Employee ID is blank, the user can add information.)

   • Expiration Date: When the expiration date is reached, the user account becomes expired and the user can no longer access the suite unless the expiration date is changed to a future date. (If a user account expires, then the Status section indicates that the user is expired. An expiration date can be deleted, and if no value is entered, then the user account never expires.)

   • Validity Date: The Validity date is to set a future activation date. (For example, if a user is to be enabled a week after creation, set this date to a week in the future.) When the future date is reached, the system activates the user, and sends the user a new user email. The new user email contains a link for setting the password and security questions.

   • Created Date (automatically populated): Date user account was created.

   • Last Login (automatically populated): Date the user last logged into the account.

   • Last Updated Date (automatically populated): Date the user account was last updated.

   • SSO ID (automatically populated)

4. After completing all updates, select Save.

   To change user access for a Infinite BrassRing Platform application,

5. Select the applicable Infinite BrassRing Platform Application link to expand the Access section.

   Note

   In the Access section, the administrator selects the applications the user has permission to access.

   Figure 15. Access section expanded

   

6. Select the arrow for the desired Infinite BrassRing Platform application to enable or disable the user for that application.

7. Enter an appropriate value for all required fields in that application.

8. Repeat steps 4 and 5 for all applicable applications.

9. When all applicable Infinite BrassRing Platform applications for that user have been updated, select Save to save your changes or Reset to reset all updates back to their original status.

Add New User Function

Abstract

The Add New User function allows the user to add a new user from within the Infinite BrassRing Platform Administration application.

The Add New User link on the Search Users page opens the Add New User page; the user can also open the Add New User page by selecting the Add New User Admin menu item. (Refer to the Add New User Process Steps section for instructions for how to add a new user.)

Figure 16. Add New User button on the Search Users page

Important

When a user import is in progress, a warning message displays with the following message. Warning: A user import is currently in progress. Any updates made during this time may be overwritten by the processing import data.