User Accounts

To access the system a user must have a valid account setup in the system.

There are typically four types of scenarios when user administration occurs:

1. New User: Someone in the organisation and needs access.

2. Changed User: Existing user of the system requires changes to their details or access and permissions.

3. Leaving User: Existing user of the system leaves the organisation and their account needs to be de-activated.

4. Anonymising User: Users who are no longer with the organisation, whose record should be anonymised to comply with local data protection laws.

• New user accounts can be created on the People Dashboard 

• To access this dashboard, click on the pull-down menu and select Admin Center from the Administration section. From the Admin Center select 'People' from the Users and Groups section

• During user creation, the basic attributes are defined, their subscription (which governs what solutions they can access), their security access and their menu. 

• User accounts are defined in the Person Editor. Refer to this guide for further details. 

• After creating a new user account a welcome email will be sent to the email address associated with the account.

• User accounts can be changed as the person's role changes within the organisation or their personal details change.

• Search for the user account using the filter criteria on the People Dashboard. If the user account is not found, check that Show All is enabled at the bottom of the people dashboard.

• Once found click on the Edit icon on the user account in the People Dashboard. This will display the Person Editor where changes can be made.

• When a user leaves the organisation their account should be deactivated. User accounts cannot be deleted as doing so would compromise the audit trail of actions taken by the user in the platform.

• It is also recommended that the user is deallocated from any work they may be assigned to.

• Search for the user account using the filter criteria on the People Dashboard. If the user account is not found, check that Show All is enabled at the bottom of the people dashboard.

• Once found click on the Edit icon on the user account in the People Dashboard. This will display the Person Editor.

• Refer to Deactivating users for further details.

• As well as deactivating the user, it is recommended to check that the user is not allocated to any work post their leaving date. This can be achieved using the Resource Balancer 

• By default, user accounts are never automatically deleted from The Anywhere Platform.

• Organisations may wish to implement a process of anonymising old users once a certain retention period has passed. This may be required in order to comply with local data privacy regulation.

• Search for the user account to be anonymised using the filter criteria on the People Dashboard. If the user account is not found, check that Show All is enabled at the bottom of the people dashboard.

• Once found click on the user account in the People Dashboard which will display the Person Editor 

• Refer to the specific section Anonymising user accounts 

• The user history shows a record of when the user logged into the system.

• Search for the user account to be anonymised using the filter criteria on the People Dashboard. If the user account is not found, check that Show All is enabled at the bottom of the people dashboard.

• Once found click on the user account in the People Dashboard which will display the Person Editor

• Click on the History tab to see the login history.

Q: The user is having trouble logging in. What should be checked?

A1: Check that the email address that is registered in the user account page matches the one the user is using to log in with. Some organisations can have slight variations on an email address which can cause issues.

A2: Check that the user account has the correct subscription(s) assigned.

A3: The user account may be locked following repeated login attempts.

Q: The user can login but gets an error that the landing page cannot be accessed.

A1: Check that access for the landing page assigned to the user to determine what security groups the user should have to view the landing page. Then check that the user has one or more of those security group assigned on their user account page.