Managing Users

Users are individuals who access the system. Users can belong to multiple organizations and have roles assigned to control their access and permissions.

User Overview

Users have the following properties:

• Username: Unique identifier for the user
• Email: User's email address (unique, required)
• Organizations: One or more organizations the user belongs to
• Roles: Roles assigned to the user (optional)
• Primary Organization: One organization designated as primary

Creating Users

Required Information

• Username: Unique username for the user (required)
• Email: User's email address (required, must be unique)
• Organizations: At least one organization (required)

Configuration Steps

1. Navigate to the Users page
2. Click the "Add User" button (or similar action)
3. Fill in the user form:

Enter Username

Provide a unique username for the user.

Required: Yes

Field: Username

Validation: Must be unique

Enter Email

Provide the user's email address.

Required: Yes

Field: Email

Validation:

• Must be a valid email format
• Must be unique across all users
• Cannot be changed after user creation

Select Organizations

Choose one or more organizations for the user.

Required: Yes (at least one organization)

Field: Organizations

How to select:

• Use the multi-select dropdown
• Search for organizations by name
• Select multiple organizations
• The first selected organization becomes the primary organization

Note: Users can belong to multiple organizations, allowing them to switch between organization contexts.

Select Roles (Optional)

Choose roles to assign to the user.

Required: No

Field: Roles

How to select:

• Use the multi-select dropdown
• Search for roles by name
• Select multiple roles
• Roles are scoped to the user's organizations

Note: Roles can also be assigned through group membership.

4. Click "Save" to create the user

Editing Users

To edit an existing user:

1. Navigate to the Users page
2. Find the user in the users list
3. Click the "Edit" icon next to the user
4. The user form opens with existing data
5. Modify:
   • Username: Can be changed
   • Email: Cannot be changed (disabled field)
   • Organizations: Add or remove organizations
   • Roles: Add or remove roles
6. Click "Save" to apply changes

Note: Email cannot be changed after user creation. To change email, you may need to create a new user.

User Organization Management

Adding Organizations to Users

To add an organization to an existing user:

1. Edit the user
2. In the Organizations field, select additional organizations
3. Save the changes

Note: Users must belong to at least one organization. You cannot remove all organizations from a user.

Removing Organizations from Users

To remove an organization from a user:

1. Edit the user
2. In the Organizations field, deselect the organization
3. Save the changes

Validation: Users must have at least one organization. If removing an organization would leave the user with no organizations, the operation will fail.

Primary Organization

The primary organization is automatically set:

• First Organization: The first organization selected becomes primary
• Organization Order: Primary organization is typically the first in the list
• Context Switching: Users can switch between organizations, but primary is used as default

User Role Management

Assigning Roles

Roles can be assigned to users in two ways:

Direct Assignment:

1. Edit the user
2. Select roles in the Roles field
3. Save changes

Through Groups:

1. Add user to a group
2. Assign roles to the group
3. User inherits group roles

Removing Roles

To remove roles from a user:

1. Edit the user
2. Deselect roles in the Roles field
3. Save changes

Note: Roles assigned through groups cannot be removed directly from the user. Remove the user from the group or remove roles from the group.

User List Features

Search Users

Use the search bar to find users:

• Search By: Username and email
• Real-time: Results update as you type
• Case Insensitive: Search is case-insensitive

View User Details

Click on a user to view details:

• User Information: Username, email, organizations, roles
• Created/Updated: Timestamps and user information

Delete Users

To delete a user:

1. Navigate to the Users page
2. Find the user in the list
3. Click the "Delete" icon
4. Confirm deletion in the confirmation dialog

Warning: Deleting a user is permanent and cannot be undone. Ensure the user is no longer needed before deletion.

Best Practices

User Creation

• Unique Usernames: Use unique, meaningful usernames
• Valid Emails: Ensure email addresses are valid and accessible
• Organization Assignment: Assign users to appropriate organizations
• Role Assignment: Assign roles based on user responsibilities

Organization Management

• Multiple Organizations: Assign users to multiple organizations when they need cross-organization access
• Primary Organization: Choose appropriate primary organization
• Regular Review: Review user organization assignments periodically

Role Management

• Appropriate Roles: Assign roles that match user responsibilities
• Minimal Permissions: Follow principle of least privilege
• Group-Based Roles: Use groups for common role assignments

Related Introduction

• Organization Introduction - Overview of organization management
• Managing Organizations - Learn about organizations users belong to
• Managing Groups - Learn about groups users can belong to
• Managing Roles - Understand roles assigned to users