User management

User management

The term user is used to refer to a person who uses Constellio. Use this option to create, view, edit, and delete user profiles. Viewing a user also allows you to add or edit the groups in which they are located. 

Users can be found in Control -> Manage Security -> on the Users tab. 

1. Tabs

The page that displays all users has two options for filtering users. The first option is to choose whether to display active or inactive users. 

A user is considered active if they are present in the collection and have the status " Active ". 

A user is considered " inactive " if they are present in the collection with a status other than " Active ". The second option consists of a search field to display only users who meet the chosen criterion. 

If you want to know the "Inactive" status of your users, it is possible to use the table view and add the "Status" metadata by clicking on the wheel in the corner of the table. 

That way, you will have all the necessary information under one eye. 

1.1 Status of a user

Users are categorized in one of the available tabs corresponding to their status. 

Status Name	Description	Image
Active	In this tab, the listed users are active. The active status is required for a user to log in to Constellio.
Approval process	In this tab, the listed users are created, but they are awaiting approval by someone at a higher level. These users cannot log in to Constellio.
Suspended	In this tab, the listed users are created, but their profile is suspended. These users cannot log in to Constellio.
Deleted	In this tab, the listed users are deleted. They will still be visible in this window. However, these users are no longer existing and cannot connect to Constellio. The system only keeps track of former users.

2. Create a user

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. Click on "Add User " at the top right, complete the metadata and click on " Save ". 

3. Action menu

3.1 Consulting a user

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. In the users tab, click on the three dots to the right of the user of your choice and select the " View " action.

The user view window provides details about a user. 

3.2 Edit a user

This option allows you to edit the user's profile form.

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. In the users tab, click on the three dots to the right of the user of your choice and select the " Edit " action.

3.3 Manage a user's security

Allows you to add, remove, or change permissions. See the article "Security management" for all the possible options on which permissions to assign to a user.

It is possible to assign security access on: 

-Administrative units;
-Files;
-Documents.

3.4 Manage Security Clearance

Allows you to add or remove access to security classifications. See the article "Security clearance" to understand the use of security classifications. 

Assign a security classification to a user

To assign a security classification, this always takes place in the Security Management page.

1. In the navigation menu, go to "Piloting";
2. Then click on "Manage Security";
3. Under the "Users" tab, click on "Manage security clearance" of a user;
4. This window will appear. Click on the magnifying glass and choose the security level to assign to the user;
5. "Save" the changes. 

3.4 Manage a user's roles

Allows you to add, remove, or modify roles. See the " Role management " section to understand how to use roles.

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. Click on " Manage Roles " to the right of the group or user name;
4. Click on " Add Role " on the right side of the screen;
5. In the " Add Role " window, complete the metadata and click " Save ". 

3.5 Generate a token

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. In the users tab, click on the three dots to the right of the user of your choice and select the " Generate a token " action;
4. Indicate the duration of temporary access (days/hours);
5. Click on " Generate token ".

This option allows you to give temporary access to a person for the use of Constellio. 

3.8 Remove from collection

This action removes the user from one or more collections. The user is then removed from the relevant collections. 

3.9 Add the user to a group

From the "Add to Group" action on the user: 

1. Click on " Pilotage " in the navigation menu;
2. Click on " Manage Security ";
3. In the users tab, click on the three dots to the right of the user of your choice and select the " Add to a group " action;
4. Choose group.

From the user's profile: 

1. In the " List of groups ", identify the desired group;
2. Click on " Add ", on the far right of the group;
3. The user is added to the group, and appears in the " List of groups of which user X is a member ". 

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3.10 Remove the user from a group

3.12 Synchronize

This option synchronizes the user with LDAP. 

3.13 Desynchronize

This option stops the user's synchronization with LDAP. 

3.14 Merge users

Allows you to merge users into one. Permissions and roles will accumulate.

1. Click on "Pilotage" in the navigation menu;
2. Click on "Manage Security";
3. In the users tab, click on the three dots to the right of the user of your choice and select the "Merge Users" action;
4. In the "Add User" window, select the user to merge to your chosen user;
5. After adding your user, tick it and click "Merge";
6. A confirmation window will appear. Select "Merge" to complete the merge;
7. Users are now merged.