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Mitratech Success Center

Users

On the User Management page, you can display a User’s name and Role. You can also change the Role the User belongs to and activate or deactivate a User.

User management.PNG

Groups, Roles and Organisation

The Groups tree can be expanded to show the contents of each Group (node) in the tree. When a Group contains Users, the First name, Surname and Role name are displayed for each User belonging to that Group.

Roles are listed below the Groups. Select a Role to display the First name, Surname and the Role name for each User in that Role.

To change a User’s Role, double-click on the Role name and select a new Role from the drop-down list. The User is removed from the current Role and is put in the selected Role. 

The Organisation tree shows a hierarchical structure of the company with managers together with their direct reports. The primary feature of the Organisation feature is to delegate reporting compliance to line managers.

note.gif  Note: Depending on your PolicyHub licence, the Organisation tree and the User Manager(s) column may not be available in your application software.

Group Menu

Rightclick on a Group in the Groups and Roles pane to display the Group menu.

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Reporting

Reports can be generated to provide compliance and audit information about Groups. Rightclick on a Group and select Reporting from the menu. See “Reporting” on page 292 for more information on Group reports.

Users

The Users pane displays the Users belonging to the selected Group or Role. By default, the names are alphabetically sorted (A to Z) under the First name column. The number of Users in the Users pane is displayed in brackets.

Searching For Users’ Names

To search for a particular User, type the first part of either the first name or surname into the

Search users text box, then press Enter or click on the Search button.

Search for user Chris.png

Searches are applied to all active accounts (and, when Show inactive accounts is selected, inactive accounts too), regardless of which Group or Role is selected in the Groups and Roles pane. Any text entered in the Search users box must be located at the beginning of the First name or Surname to match the search.

All the Users returned from a search (Chris in the above example) are displayed under the

Users heading by First name, Surname, Role name and Member of.

To search for an exact match, select Only return users that match exactly. In this example, if Only return users that match exactly is selected, only the two Users called Chris will be displayed.

Member of displays the Groups the User belongs to. When the User is a member of several Groups which cannot all be displayed, hover the mouse over the list to display a tooltip showing all the Groups.

By default, the names are alphabetically sorted (A to Z) under the First name column.

Each heading can be individually sorted by clicking on the heading.

Finding A User Within A Group

In addition to “Searching For Users’ Names” it is also possible to locate a User within a group structure.

  1. Type the first part of either the first name or surname into the Search users text box, then press Enter or click on the Search button.
  2. From the results displayed, right click on the User you wish to find. The following menu is displayed.

locate_first_group.png

  1. Select Locate first group. The Groups and Roles tree on the left of the screen will display the first group that the selected User belongs to. The User will also be highlighted in the Users’ pane on the right of the screen.

Filtering Users’ Names

When there are names in the Users pane, these names can be filtered to reduce the names displayed. Enter the text you want to be present in all the names in the Users pane. The names in the Users pane are filtered and only those matching the text in the filter box are displayed.

The text in the Filter users... box will match a User name if the text is found (exactly as typed) anywhere in the name. Filters are applied to the Users who are returned from a search, or who belong to the selected Group or Role, as appropriate.

For example, if, after performing the search described above, the letter a is entered in the filter text box, only those User accounts in the list which have an a anywhere in either their First name or their Surname will be displayed.

Changing The Role

A User’s Role can be changed by doubleclicking on the Role name for that User and then clicking on the arrow to display a dropdown list of available Roles. Select the new Role from the list.

User management - Role drop-down list.PNG

Alternatively, a User can be moved to a different Role by selecting the User in the Users pane and dragging them to a Role in the Groups and Roles pane. Multiple Users can be selected by holding down the Ctrl key while clicking on all the required Users. Consecutive Users can be selected by holding down the Shift key and clicking on the first User in the list and the last User in the list.

In the example below, Peter is currently a member of the Role Administrator, but this User is being moved to the Role Publisher.

User management -drag user to new Role.png

User Menu

Rightclick on a User in the Users pane to display the User menu.

User menu (user management).png

Activate User

Select Activate user to activate the selected User account. The User will be able to log in to PolicyHub when their account is active.

Deactivate User

Select Deactivate user to deactivate the selected User account. The User will not be able to log in to PolicyHub while their account is inactive.

Reporting

Reports can be generated to provide compliance and audit information about Users. Rightclick on a User and select Reporting from the menu. See Reportingfor more information on User reports.

Organisation

note.gif  Note: Depending on your PolicyHub licence, the Organisation tree and the User Manager(s) column may not be available in your application software.

The Organisation tree can be expanded individually through each level to show members at every level in the organisation tiered structure. By default only the highest level in the Organisation tree is displayed.

When a person is selected in the Organisation tree, all Users reporting to that person are displayed by First name, Surname, Role name, Manager(s) and Member of in the Organisation pane. The Manager(s) column will display all managers for a particular User as depicted in the Organisation tree.

User management  organisation.PNG
Any User which doesn't manage other Users or is not managed by other Users will not appear anywhere in the Organisation tree.

Right-clicking on a User in the Organisation tree will display the following menu.

manager escalation exclude.png

Organisation Structure - Overview

In the example below, Mark is the highest level manager. Alex reports to Mark with Abul, Ben, Channa and Sam reporting to Alex. Nigel reports to Alex and has David, Kevin Roman and Usman reporting to him.

User management  organisation root.PNG

Organisation User Menu

Right-clicking on a User in the Organisation Users pane will display the User menu.

manager escalation exclude.png

Exclude From Manager Escalation Emails

Select Exclude from manager escalation emails to stop sending escalation emails to the user selected see “Escalation emails” for further details.

This menu selection is particularly useful where a user may have multiple managers. In this situation some managers may not want to see the escalation emails and can be excluded from the communication.

Note: The Exclude from mangers escalation emails menu is only available to those Users that have people reporting to them.

Include In Manager Escalation Emails 

manager escalation include.png

Select Include in manager escalation emails to send escalation emails to the user selected see “Escalation emails” for further details.

The Include from mangers escalation emails menu is only available to those Users that have people reporting to them.

Reporting

Compliance overview reports can be generated either from the Organisation icon or from a User icon.

Right-click the Organisation icon to select either:

  • View compliance overview report for all users in the hierarchy. This will display a report for all users in the hierarchy.
  • View compliance overview report only for users at the top of the hierarchy. This will display a report for users at the top of the hierarchy.

See “View Compliance Overview Report For This Group” for further information.

Right-click the User icon to select either:

  • View compliance overview report for users that report directly to this user. This will display a report only of the Users that report directly to this User.
  • View compliance overview report for everyone that reports to this user. This will display a report of everyone that reports to this User.

See “View Compliance Overview Report For This Group” for further information.

Searching For A User In The Organisation

To search for a particular User, type the first part of either the first name or surname into the Search users text box. See “Searching For Users’ Names”.

Filtering Users’ Names

When there are names in the Organisation pane, these names can be filtered to reduce the names displayed. See “Filtering Users’ Names”.

Changing The Role

A User’s Role can be changed by double-clicking on the Role name for that User and then clicking on the arrow to display a drop-down list of available Roles. See “Changing The Role”.

Display Options

There are two options near the bottom of this page:

  • Show inactive accounts – When cleared, inactive User accounts are not displayed. When selected, inactive accounts are displayed. Accounts are made active or inactive from within PolicyHub. See User Menu” for information on activating and deactivating User accounts.
  • Show disabled accounts – When cleared, disabled User accounts are not displayed.

When selected, disabled User accounts are displayed. Disabled User accounts have the icon: image

note.gif  Note: Accounts are disabled or enabled externally and cannot be changed from within PolicyHub.

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