Add or edit a user

Users, and their associated permissions and roles, can be added and managed from the Users page. For more information, see Users. For a complete list of permissions, see System Permissions.

Note: You can use the View menu above the grid to display active or inactive users. Inactive users are those who were previously deactivated. For more information, see Deactivate or lock users .

Add a user

1. Go to Administration > Users & Roles > Users and click Create User. The Create User page displays.
2.  On the Details tab: 
   1. Enter the User information and Address into the appropriate fields. Fields with an asterisk must be completed.
   2. Enter the Manager Contact Info if you want emails to be automatically be sent to the user's manager when an assignment is late.
   3. Enter any desired Custom Information. For more information, see Custom user information.
3. Click the Roles tab to assign roles to the newly created user.
   1. Select desired Product License checkbox(es): Proposal Automation (PA) or ProSearch (PS). The roles related to the use of the selected product will be activated and display in the grid below.
      • To filter the permissions related to a particular Upland Qvidian area, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters and click Apply:
        • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
        • True/False Columns: Select either the Is True or Is False radio button.
        • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
        • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.

        Tip: To clear the filter, click the Clear Filter icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

      • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
      • To search for a permission, enter text into the search box at the top right of the grid, and the Search icon or Enter.
   2. Select the Enabled checkbox for each role(s) you want to assign the user or select the Enable All option from the More Options menu to enable all roles.

   Note: If you assign a user to a role, the user inherits all permissions for that role, so you do not have to access the permissions for this user (unless you want view permissions assigned via the role). If you do not assign a user to a role, you must assign permissions to the user as described below. In either case, you must still select the Product to be used.

   Note: The Everyone role is designed for situations where you want to grant every user the same permission(s). It is a fixed role that cannot be removed. For more information, see Using the Everyone Role.

4. Click the Permissions tab to enable and/or disable permissions for a user.
1. Select the Enabled checkbox next to each permission for the user or select the Enable All option from the More Options menu to enable all permissions. If you assigned the user to a role, the permissions granted in that role are automatically assigned per the role.
• To filter the permissions related to a particular Upland Qvidian area, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters and click Apply:
  • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
  • True/False Columns: Select either the Is True or Is False radio button.
  • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
  • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.

Tip: To clear the filter, click the Clear Filter icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

• To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
• To search for a permission, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
2. From the Permission Types menu, select one of the following permission areas: 
   • Application: Select any Application Permissions you wish to assign to this role.
   • Document Type: Select the appropriate permissions for the available document types. When you assign users to the role, they will inherit these permissions. Document Type permissions can also be granted to users or roles on the Architecture > Document Type Properties dialog. The following permissions are available:
     • Build: Users in this role can build a project using this document type.
     • Edit: This is an inactive legacy permission.
     • Architect: Users in this role can design a document type.
   • Template: Select the template(s) to which you would like the users to have access.
   • Integration: Select the Extension Web Services Systems that the users in this role can call on specified Upland Qvidian data or selection dialogs, and then click Enable Selected or Enable All to enable all permissions for all External Systems.

     Note: This panel displays the Extension Web Service Actions previously configured. This panel only displays when a Upland Qvidian Business Logic Web Service has been defined in the web.config file for operation and use.

   • Partner: Enter the partner name(s) if you would like to limit this role to only see user and usage information related to specific organizations. Multiple partner names should be separated with a (;) semi colon.

     Note: Partner permissions limit the information resellers, also known as channel partners, can see in their projects, created documents, and the library.

5. Click Create or Cancel to close without saving changes.

Note: When a user is created, an email is sent to the user to provide log in credentials. The link in the email allows the user to gain access to the system and create a password and security question and answer.

Duplicate a user

Rather than creating a new user whose profile highly resembles an existing user, you can make a duplicate copy and then modify this new user as required. When you duplicate an existing user, you are loading the properties of that user to the New User dialog where you can then edit the information for this new user.

1. Go to Administration > Users & Roles > Users.
2. Use one of the following methods: 
   • Hover over the user you would like to duplicate and click the Duplicate icon. The "Create User" page displays.
   • Select the user you would like to duplicate and click the Duplicate icon at the top of the grid. The "Create User" page displays.
3. Edit the user's information, permissions, and users as applicable. See Add a user for more information.

Edit a user

1. Go to Administration > Users & Roles > Users.
2. Use one of the following methods to edit a user: 
   • Hover over the user you would like to edit and click the Edit icon. The "User Properties" page displays.
   • Select the checkbox of the desired user and click the Edit icon at the top of the grid. The "User Properties" page displays.
   • Double-click the row of the desired user. The "User Properties" page displays.
3. Edit the user's information, permissions, and users as applicable. See Add a user for more information.

Note: You can edit multiple users at the same time by downloading a bulk edit template that is prefilled with existing data. With this template, you can adjust license allocations and update existing user profile information rapidly, and then upload the template back to Qvidian to save all changes at once.

Reset a user's library preferences

1. Go to Administration > Users & Roles > Users.
2. To reset a single user's library preferences: Hover over the user you would like to delete, click the More Options menu, and select Reset Content Library Preferences.
3. To reset multiple users' library preferences: Select the checkboxes of each user you would like to reset, click the More Options menu at the top of the page, and select Reset Content Library Preferences.
4. To reset all users' library preferences: Select the checkbox at the top of the grid column, click the More Options menu at the top of the page, and select Reset Content Library Preferences.

Logout a user

1. Go to Administration > Users & Roles > Users.
2. To log out a single user: Hover over the user you would like to log out, click the More Options menu, and select Logout. You are prompted to confirm.
3. To log out multiple users: Select the checkboxes of each user you would like to log out, click the More Options menu at the top of the page, and select Logout. You are prompted to confirm.
4. To log out all users: Select the checkbox at the top of the grid column, click the More Options menu at the top of the page, and select Logout. You are prompted to confirm.