A tenant admin uses the Manage Users page to add new users, delete users, edit the properties of existing users and download/upload a csv file containing user data. Click the Manage Users link to display the frevvo user list. To the right of each user name are icons described below.
If you are logged in as the superuser admin you must first click the Manage Tenants link to display the list of tenants. Then click the button to manage users/roles for the desired tenant. Then click the Manage Users link.
If you are using the LDAP, Azure, or SAML Security Manager you will have limited Manage Users options via the frevvo UI. For example, you may only see the Log in As icon and not the Edit icon. In this case, please manage user details via your IDP instead.
Create new tenant users on the Manage Users page.
Clickadd new user icon at the top of the user list.
User names can contain characters, numbers, dot (.), hyphen (-) and the underscore (_). User names can only be started with a character, number or underscore (_) as the first first character. Max length is 50 characters.
The Reports To field is a ComboBox. Begin typing the userid of the person this user reports to and a list of matching users displays. Select the Role and Enabled field values from the Dropdown choices.
You can add additional tenant admins by clicking theicon. This creates a new user with the special permission required to log in and manage the tenant. You cannot add this special tenant admin role to an existing user. This is the only way to grant this special tenant admin permission.
If you want to disable a tenant admin, edit that user by clicking the button and add the frevvo.ReadOnly role. You can also delete all tenant admins except the initial tenant admin. The initial tenant admin is created when you create the tenant. One common case is that you need to remove admin access to a person who initially had that permission via the initial tenant admin. To do this:
There is also a shortcut to edit the initial tenant admin – click the button above the alphabet list to go directly to the initial tenant admin's edit page. You can also distinguish the initial tenant admin from non-admins because the initial tenant admin cannot be deleted so it does not have the button. If you added additional tenant admins, the user list does not make it readily apparent that a user has that special admin access permission. Currently, the way to distinguish an admin is to click on each user's button and see if the user has the Manage Tenant functions.
frevvo customers that have a large number of users with assigned roles, may need to import these (userids/roles) into frevvo. frevvo provides the ability to perform a bulk import of user data.
Only tenant admins may import user data and associated roles. The upload/download users links are available for tenants using all security managers. This feature is useful when creating/migrating a tenant that uses the LDAP or SAML Security managers.
The first row contains the column names. Descriptions of the field/column names in the file are listed in the table:
|userId||The unique user id used for login. Required|
|tenant||The tenant identifier is optional. If not supplied, it defaults to the current tenant. Attempts to upload users for another tenant shows a validation error.|
|firstName||User's first name.|
|lastName||User's last name.|
|User's email address. Required|
|enabled||Set to 'true' to enable the user|
|reportsTo||The userId of the user that the user reports to, if any.|
|roles||A list of the user's roles, separated by the '|' character. Roles are inserted as necessary. Spaces are not allowed in role names. Role names cannot contain more than 100 characters.|
Either blank or 'DELETE'. If DELETE then the user will be removed. Otherwise, the user is updated if it exists or inserted as necessary.
|notifyIfNewUser||A value of 'true' will send an email to users prompting them to create a new password. A value of 'false' will not notify users.|
Downloading the user csv file will provide you with the format needed to import users and their associated roles into frevvo. Once you have your csv file ready, follow these steps to upload it:
Make sure you are logged in as the tenant admin. Click the Manage Users link.
The image shows the result of a validation that resulted in errors. User data cannot be uploaded until the errors are corrected. The table showing the validation data is scrollable vertically when loading a large csv file.
notifyIfNewUser determines when a password reset notification is sent to a user.
You will see this message with the number of roles and users that were created: "Users Loaded successfully. 3 Added, 1 Updated, 0 Deleted, 4 Roles Added." Uploading an empty users file displays the message "Users file is empty".
Once your csv file has been uploaded, it is very easy to update User and Role information. It is not necessary to reload your entire csv file every time you need to make changes. Simply create a csv file, with the proper format, that contains only the information that you want to change.
Existing users will be updated with the new information if you upload modified versions of your csv file.
For example, let's say you have 19 users in your tenant. You want to change the last name of an existing user, and add a new user (mary) who will have the new role of (Coordinator).
The manual CSV upload has some considerations you should be aware of, especially if you need to upload a large number of users/roles.
If the csv file contains a name that is different from the current tenant, a validation error message displays. Upload the file again with the tenant field empty.
If there are spaces in the role names in your csv file, the message "role [the name of the role that contains the space for example: V P] - format not permitted (must start with a letter or _, max 16 chars from the set: a-zA-Z0-9_- ). Remove the spaces then upload the file again.
When using Chrome, if you re-upload your CSV (for example, after you noticed errors on your first upload validation), you may notice that the validation does not complete.
This is a Chrome issue, and is resolved by refreshing the browser page, uploading the CSV and clicking Validate again.
Click on a capital letter (A to Z) to display a list of users whose name begins with that letter. Click All to display all current users.
If you use LDAP or a delegating or custom security manager to define your frevvo users and their roles or groups, you do not see the New User icon on the Manage Users page.
You should not assign any roles (such as Manager, Supervisor, etc.) to a tenant admin user, as this can adversely affect the execution of tasks and activities in workflows. A tenant admin with roles may be accidentally assigned a task actually intended for other non-admin users who have the same role, and the tenant admin could perform the task and thereby disrupt or compromise the workflow or its data.
The superuser admin, whose username is "admin" can add new superusers to the special d (default tenant). Note to log in as the superuser enter the username admin@d (admin is the username and @d specifies the special default tenant). New Users added to the default tenant automatically become new superusers. This allows you to name additional superusers and then if you want you can disable the built-in superuser. To disable the build-it superuser named "admin" click the button above the alphabet list. This brings you directly to the build-in superuser admin's edit page, or you can click the icon to the right of the admin name in the user list. Set the Enabled dropdown to false. This will prevent further logins by the built-in superuser named "admin". Note you cannot delete the built-in superuser named "admin". You can however delete any additional admin user you have created.
The tenant admin can add/manage signature images for frevvo users that is applied to all forms/workflows this user signs in place of his or her first and last name.
To upload a signature image for a user:
If uploaded signatures do not display properly, try to open the image with the browser (Open With for Windows) of the filesystem. The signature image may have errors.
Click the button next to any user in the users list to edit that user. You can perform functions such as adding/removing roles, resetting passwords, configuring the Max Attachment size per user, etc.
There are three places to set the maximum size of attachments in frevvo.
The value of the Max size property of individual Upload controls overrides the value per user which overrides the max size property on the server level. All values must be specified in bytes. If maximum file size is specified at the server level, the values in the user profile Max Attachment Size field and the Upload Control Max Size property cannot exceed the server max size.
The tenant admin can edit the profile for any tenant user and perform such functions as resetting passwords. To reset a password:
Login to the tenant admin's account.
Users can also click "Forgot Password" on the login screen to reset their own password. Passwords for tenant admins and the superuser (admin@d) for On Premise installations can also be changed using this procedure. Remember, the user must have an email address configured in frevvo for this method to work.
Logged in users can change their password using the Manage Personal Information link under My Account on the top right of the screen. Tenant and server admins can change their passwords by clicking on the icon from the Edit Admin Users screen.
Password reset notifications sent via csv User upload and/or the Forgot Password process will expire after 24 hours. If the 24-hour window is exceeded, users can use the Forgot Password process to reset their password.
The superuser or tenant admin can disable a user. Disabling a user prevents that user from logging into the form server. If the user has the role frevvo.Designer (aka. was a designer user) the users' forms will become inaccessible to other users. Even if the forms were public users will get the error "This resource belongs to a disabled user". To disable a designer user but keep the form accessible, change the user's role from frevvo.designer to frevvo.readonly and set the Enabled dropdown back to true. In this case, when the user tries to log in they will get the error "Login is currently disabled".
To disable a user click the icon to the right of the user's name in the user list. Set the Enabled dropdown to false. If this user is already logged into the form server they will be able to continue using the form server until they logout. At that point future logins will be blocked with the error "Your account is disabled".
Use caution when deleting users. Deleting a designer user who has forms, workflows or other resources will also delete those resources, including all submissions. Deleting users with pending tasks will require reassignment (or other admin management) of those tasks.
You can delete users from the Manage Users page by clicking theCSV Upload method by entering DELETE into the transaction column for the user(s). However, frevvo recommends using caution with this process. Here are some best practices to keep in mind.Remove User icon beside their name, or you can delete users using the
Avoid deleting users with the frevvo.Designer role. If a designer user has resources such as forms, workflows, scripts, spaces, etc. those will also be deleted, including submissions, when the user is deleted. If you must delete a designer user, you can download their resources and upload them to another designer user. In this case, you will not be able to move submissions. You will also need to update any published share links to those resources.
Users can use the MY ACCOUNT > Manage personal information link to view and edit their personal information. Type in the fields and use the drop-down list to make changes, and then click Submit. For example, if users have their Task List open all day, they can change the value in the Task Notification Preference dropdown from Email to Off. This will stop Task Notification emails for all workflows.
The Task List does not automatically refresh. Users who rely on their Task List instead of Task Notification should manually refresh the list regularly.
Designers will also see a link to Manage Production Forms here so the designer can easily manage their account from this screen.
If you are using frevvo spaces, you can add a link to this screen to the space menu.