How do I grant users access to the environment?

In the Engage Process Admin Center, you can determine who has access to the Engage Process Platform and which modules they can use. This is managed in the Users & Groups section of the Admin Center.

By creating users and user groups, you lay the foundation for authorisation on projects and the content within those projects in the Engage Process Modeler.

Users & Groups

At the top left of the Users & Groups section, you will find the buttons to create a new user or a new group.

Users

To create a new user:

1. Click New user.

2. Fill in the required details.

3. The password that is created must be changed by the user immediately after the first login.

Notes

• The username must be formatted like an email address. The email address itself does not need to exist.

• When creating a generic Viewer account, make sure to uncheck “This user can change his/her password”.

Groups

User groups can be used to assign roles and permissions to multiple users at once, or to grant authorisations within the Engage Process Modeler.

To create a group:

1. Click New group.

2. Enter a group name and save.

After creating a group, users can be added in two ways:

• Select a user, then on the right-hand side under Groups, click Add / Remove and then + Add.

• Select a group, then on the right-hand side under Group members, click Add / delete and then + Add.

Assigning licences to users

Within the Engage Process Platform, the following licences can be assigned:

• Modeler
  Grants access to the Engage Process Modeler and the Engage Process Viewer (App).

• Viewer
  Grants access to the Engage Process Viewer (App).

• Teamboard
  Grants access to the Engage Process Teamboard.

Assigning roles to users and groups

The following roles can be assigned to users and groups within the Engage Process Platform:

• Subscription manager
  Can view subscription details via the user menu by selecting Your subscription.

• Dashboard user
  Can access the Engage Process Dashboard to view usage and effectiveness data.

• User manager
  Has access to the Admin Center components:

  • Users & Groups

  • Active sessions

  • Notifications

  • Deleted components

  • Approvals

  • Security

• Approver
  Can be assigned as an approver in the Engage Process Admin Center and/or the Engage Process Modeler.

• Modeling manager
  Has access to the Admin Center components:

  • Step library

  • Icon style

  • Templates

• Project creator
  Can create new projects in the Engage Process Modeler.

• Publisher
  Has access to the Engage Process Publisher. This role allows users to publish processes to the Engage Process Viewer and republish directly from the Modeler if the process has already been published before.

• Tables manager
  Has access to the Tables section in the Admin Center, where central tables (such as roles and documents) can be created and managed. Additional fields can also be configured here.

• Teamboard creator
  Can create their own boards within the Engage Process Teamboard.

Note
Roles displayed in italics for a user are roles inherited through group membership.