Who is this article for?

Administrators who manage Users within their organisation.

Personnel Administration permissions are required.

Each person accessing Ideagen Quality Management to process documents, take tests and trainings, run reports, or process workflows must be added to the Personnel database and granted an account license.

Each individual receives a profile page where basic information about their name, login ID, and email address are provided, as well as any additional Personnel Custom fields.

Accessing Personnel

To access the list:

1. Open the Administration menu.
2. Select Personnel.

From here, you can:

• Filter to search all active users by any text in their Full Name field. Enable Show Disabled users to include deactivated users in your search.
• Add User(s) to create new accounts.
• Edit to modify user profiles, change permissions, group membership, and update Personnel Custom fields.
• View Permissions to list all groups a user is a member of and the specific permissions they're inheriting from those groups. From here you can also go to the Groups Administration page to modify settings.
• Disable/Enable to remove a user from any system activities or notifications, or add them back. You're required to reassign their responsibilities or active tasks before they can be Disabled. When enabling them back, assignments are not remembered and must be added back manually.
• Show Disabled Users to include Disabled users in the user list, allowing you to Enable them.
• Unlock Accounts to allow a user to log back in, if they failed to login correctly too many times.

Adding users

To add a user:

1. Select Add User(s)/Edit.
   The Personnel profile page pops up.

2. Fill out all required fields (and optional fields as needed).

Passwords can be changed from here before a user locks their account, which is helpful in cases where a user can't remember their Ideagen Quality Management password and a new one needs to be assigned.

3. Select the Group Membership tab to add the user to their groups.

4. Select the Group(s) you want to add the user to.
5. Click Save Changes.

Once a user is added to a group, it appears without a checkbox, and removal requires the Groups Administration page. Only groups the user directly belongs to show without a checkbox; subgroup memberships, though permissions are inherited, are not displayed.

6. Select the Permissions tab to add extra permissions for the user.
   It's best to assign permissions to Groups, not individuals, so when roles change, you simply move users between groups instead of reassigning many permissions.

7. Select the Permissions.
   Invert Selection saves time when selecting many permissions by allowing you to alternate your selections, enabling them as the opposite of what's on whatever you've selected.
8. Click Save Changes.
9. Select the Custom Fields tab to fill out any optional or required custom personnel fields.

10. Fill out the fields.
11. Click Save Changes.

To update any of the information entered on User creation, click Edit in the individual row in the list.

Personnel fields

Here's a list of all mandatory and optional fields you can fill out for a user.

Disabling users

Before a user can be disabled, you must reassign their responsibilities and tasks to a delegate. There are a few important guidelines to remember:

• Test and training instances are canceled.
• Any documents in edit are changed to checked in status and any checked out versions that might exist are lost.
• Any documents in the user's Inbox for approval or review are removed. The disabled user is automatically removed from the Documents List and the document continues to the next person in the list.
• For workflows, if the disabled user is included as a responsible party via a custom field, the delegate takes their place in the list.
• If the user is the only member of a group, you must remove them from the group.

To disable a user:

1. From Administration > Personnel, next to the user you want to deactivate, select Disable.

2. From the Reassign Disabled user's Tasks pop-up, select who you're reassigning all of the user's document and workflow responsibilities to. Test and training instances cannot be reassigned.

Note: These lists are populated with all enabled users in your system. If a user normally does not have permission to perform the task you're reassigning to them, they are temporarily allowed to do so for those items only. Be sure to take this into account when reassigning tasks.

3. Select Disable user. See the guidelines above for a list of possible conflicts when disabling a user. Once a user is Disabled, a license will become available that can be assigned to another user in Personnel.

From the Personnel Administration page, you can view all Disabled users by enabling Show Disabled users.

Note: When re-enabling a user, any previous responsibilities and processing assignments are not remembered and must be added back manually.

Enabling users

To enable a user account in IQM Core:

1. Navigate to Admin.
2. Select Personnel.
3. Tick the Show Disabled Users checkbox.
4. Search for the user you need to enable.
5. Select the user.
6. Enable the account.

Once enabled, the user will be able to access the system as expected.

Unlocking users

1. From Administration > Personnel, any users whose accounts are locked are listed on the bottom of the page.
   Their name also appears highlighted in red in the personnel list.
2. Next to the user(s) name you want to unlock, enable the checkbox.
3. Select Unlock Accounts.
4. The account is now unlocked. When they next login, they will use the default password.