Creating and Deleting Users

Purpose

This article reviews the User Administration tool, specifically how to create and delete users.

The User Administration tool is found in the Control Panel under Administration Tools - Users.  This screen is utilized to create users, modify users, enable/disable users and delete users.  

Administrators may also modify the user account for the following properties:

• Change user passwords
• Administer user groups
• Manager supervisor assignment
• Update user preferences
• Set user and password expiration
• View user history
• View user task list

Only enabled users are counted for licensing or billing purposes.

Views and Licensing

User licenses in VisualVault are based on the number of enabled User ID's. 

• Each enabled User ID in the system must have a User License. 
• Users that are disabled are not counted against the license. 
• The "Public" user does not count as one of the user licenses. 
• For ease of security administration, it is recommended that users are assigned to groups, then groups are used to assign user roles and permissions.

Creating and Deleting Users

Users can be created and deleted by:

• VaultAccess Members
• VaultAdmins Members

Creating Users

To add a user:

1. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
   
2. Select the Admin Tools Tab.  
   
3. Select Users.  
   
4. Use the New User link.  
   
5. In the window that appears, fill in information for:
   • Login ID*
   • Email Address*
   • First Name
   • M.I.
   • Last Name
   • Company Site, Supplier Name, or Customer Name
   • Password Information:
     • Whether or not upon creation, a password is Auto-Generated and sent to the user.
       • If unchecked, additional fields will become available to manually enter a password and confirmation.
     • Whether or not the Password never expires.
       • If unchecked, the Expiration Date field will become enabled so an expiration can be entered.
     • If the user must change their password after the next login.
       • This initially becomes unchecked if the Auto-Generate Password is unchecked.  
         
6. When all desired information has been entered/selected, use one of the following buttons:
   • Save and Close: This will save the information and close the window.
   • Save Details: This will save the information and refresh to a new window so additional users can be created.
     

Deleting Users

Since VisualVault is a compliance system focused on maintaining audit trails as well as a detailed history, users cannot be deleted from VisualVault once a user logs into VisualVault.

If a user is no longer employed with the company, the user should be removed from all groups and their user account disabled to ensure they will not be able to later access VisualVault.

To Delete a User (if they never logged in):

1. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
   
2. Select the Admin Tools Tab.
   
3. Select Users.  
   
4. Select the checkbox next to the user(s) who should be deleted and use the Delete Selected Users button.  
   
5. In the confirmation that appears, use the Ok button to confirm deletion.