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Users

You need to create a user account for anyone who needs to log into TeamConnect. Each user account also requires an associated contact record. Some contacts, such as external vendors, will be created in TeamConnect but will not have corresponding user accounts.

Generally, user accounts will not be used to assign security rights unless the user was migrated from TeamConnect 2.x. For new user accounts, you can view

For more information on setting up rights, see Assigning or Viewing Group System Rights.

User Record Pages

The following are user-specific pages:

  • The General page lets you enter information about the user, such as User Name and Password. You can also manage a user's account from the General page, for example, activate or inactive an account and set an account expiration date.
  • The Group Memberships page lets you add a user to a group or remove a user from a group.
  • The System Rights page lets you assign or view rights to work with records, application areas, and application features.
  • The Category Rights page lets you assign or view rights to categories and custom fields by record type.
  • The Tool Rights page lets you assign or view rights to system tools and custom tools.
  • The History page is also associated with a user. The History page lets you add notes about changes to the user or review previous history notes.

Working with Users

You can perform the following tasks when you are working with users.

Users List

User General Page

User Group Memberships Page

User Category Rights Page

User Tool Rights Page

User History Page

Searching for Users

From the Users - Search page, search for users using multiple field values as criteria. For example, you can search for users by Name, User Type, and associated Contact.

To perform an advanced search for a user

  1. Click the Admin tab.
  2. Click the Users link under the tab bar.
  3. Click the Custom Search link.
    The Users - Search page opens.
  4. (optional) To limit the fields used to search, in the Field drop-down list of the Filter Criteria section, select an appropriate option.
  5. Enter search criteria in the resulting fields. See User General Page Field Descriptions table for descriptions of search criteria fields.
  6. Click Search.
  7. To open a user account, from the right pane, click a user's associated contact name link.

Viewing Users

You can view users by browsing user collections. Alternatively, you can search for a user (see Searching for Users).

From a user record's General page, you must search for a contact to associate with the user. Afterward in edit-mode, a contact icon Screen Shot 2017-09-18 at 12.12.25 PM.png will display, allowing you to click through to the associated contact record.

Screen Shot 2017-09-18 at 11.17.47 AM.png

To browse a list of users by view

  1. Click the Admin tab.
  2. Click the Users link under the tab bar.
  3. (optional) From the left pane, select a User collection:
    • Recently Viewed—Displays the last 50 users that you opened. You cannot delete this collection link, change its order. It is always the first collection listed in the left pane.
    • Super Users—Displays users whose User Type is Super, which typically means they have more security rights than Normal users.
    • Limited-Privilege Users—Displays users whose User Type is Limited-Privilege.
    • All Users
    • Normal Users—Displays users whose User Type is Normal.
    • Inactive Users—Displays users with inactive accounts.
    • Active Users—Displays users with active accounts.
    • New Users—Displays users that have been created within the current session. The results of this collection are sorted alphabetically.
  4. To open a user account, from the right pane, click a user's associated contact name link.

Creating or Editing Users

Before creating a user, search existing users to make sure you do not create a duplicate. Users intending to create user accounts must have View and Edit rights for the Contact, User, and Preferences object to successfully complete the task.

Note: If you are editing an existing user in a way that affects their access rights to records or other features, and that user is presently logged in, some of your changes might not take effect until that user ends their session and then logs back in.

To create a new user, you enter information similar to the following image.

Screen Shot 2017-09-18 at 11.20.45 AM.png

To create or edit a user

  1. Click the Admin tab.
  2. Click the Users link under the tab bar.
  3. Click the New button.
  4. Select an Authentication Type.
  5. Enter a User Name. Maximum length: 50 characters. User names cannot contain spaces or more than one @ character.
  6. Enter the user's Password. Maximum length: 250 characters. Restrictions are based on the Password Parameters on the Security page of Admin Settings.
  7. Retype or copy the password into the Confirm Password field.
  8. Click the Screen Shot 2017-09-18 at 12.14.41 PM.png Search Contacts icon and search for a contact to associate with the user. Create a contact record for the user if one does not exist.
  9. Select a User Type from the drop-down list.
    • Super—Can access all public and private records, as long as the user has group rights to those records.
    • Normal—Can access all public records. Can access private records only if record-level security is granted to the user.
    • Limited-privilege—Can access only records created by the user and records to which they have been granted explicit access by another user. Limited-privilege users will only see records to which they are assigned unless they are specifically assigned rights at the record level.

      If you need to allow limited-privilege users to perform tasks not normally available to them, such as the ability to approve an invoice, there must be a rule written that gives them record level rights to the invoice so that they can see and approve it.
       
  10. Select the Account is active check-box.
  11. Click a save option.

Note: If your licensing scheme specifies a limit on the number of named active users, and the user you are saving is active and would exceed the limit, you will see an error message. You can retain the user's information by clearing the Account is Active check-box, then trying the save again. For details about licensing schemes, see Viewing Information About Your Product License.

Note: Newly added users will be temporarily unable to see data on reports that are run from the Reports tab. This is because Data Warehouse does not yet have the new user's information and cannot determine their security rights. This situation will resolve itself when the next Data Warehouse refresh job runs.

User General Page Field Descriptions

Label

Description

User Name

(required) Type a name. Maximum length: 50 characters.

Password

(required) Type the password. Maximum length: 250 characters.

Confirm Password

(required) Retype or copy the password.

Contact

(required) Search for the contact (person or company) for which you are creating the account. If the contact does not yet exist, you can add a new contact from the Contacts Search window of the Search Module.

Description

Enter a brief description for the user, if necessary. Maximum length: 250 characters.

User Type

Select one of the following:

  • Super—Can access all public and private records. This setting overrides access restrictions based on record-level security settings. Recommended for system administrators and solution developers.
  • Normal—Can access all public records. Can access private records only if created by the user or if record-level security is granted to the user. Recommended for internal staff.
  • Limited-Privilege—Can access only records created by the user and records where record-level security has been explicitly granted to the user. Recommended for Outside Counsel.

    If you need to allow limited-privilege users to perform tasks not normally available to them, such as the ability to approve an invoice, there must be a rule written that gives them record level rights to the invoice so that they can see and approve it.

Note: Access to a record automatically grants access to its embedded records but not to its related records. For example, if a limited- privilege user has the right to access a dispute record, they cannot automatically access the dispute's related involved parties, tasks, histories, or expenses, but they can access its allegation (embedded object) records.

Authentication Type

Select the authentication mechanism from the drop-down list to use when authenticating a user during login. This setting determines which TeamConnect login URL to give a user. Select one of the following:

  • System Default—This option maps to the default authentication mechanism selected in the Admin Settings. See Authentication for more information.
  • Standard Authenticator—If this user does not require custom authentication, select this option.
  • Additional options—Authentication options for installed plug-ins can also be selected. See Authentication for more information.

If you installed a 3rd party user authentication plug-in (for example, LDAP), this option will display. If this user should use custom authentication, select the plug-in option. See Authentication for more information.

Note: For the TeamConnectAdmin and System user accounts, the only option is Standard TeamConnect and cannot be changed.

Note: If a custom authentication type, such as NTLM authentication, is selected in the Authentication drop-down list, the Password field will not display. In addition, if the system's default authentication is set to a custom authentication type, such as NTLM, and the user's Authentication is set to (System Default), the Password field will not display.

Account is active

Selecting this check-box enables the account. If you remove the checkmark to disable a user account, the record remains in the system. Recommended for staff on vacation or on leave of absence.

Users with disabled user accounts:

  • Cannot log into TeamConnect.
  • Do not display in the list of available users in drop-down list and Search Module fields (for example, for assignees, attendees).
  • Do not receive any approval requests if they are stop members in other routes.

Set expiration date

To disable the account on a specific date, select this check-box and enter a date. Recommended for temporary employees, as they are not be able to log into TeamConnect after the expiration date.

User must change password at next log in

Select this check-box to prompt the user to change his or her password on the next application login.

Note: Make sure that the date range between the current date and date set in this field is larger than the System Settings, Password Policy page's Maximum Age field value. Otherwise the user will not be able to change his/her password.

See Defining the User Password Policy.

Enable
assistive technology

Select this check-box to enable Accessible Mode for the vision impaired. This setting currently applies to the Designer application that is available if the user has rights to any rights for solution developers. Changes take effect the next time the user logs into the system.

For more information on Accessibility in TeamConnect, see the User Guide.

Creating a User Using a Template

You can use an existing user like a template. You can create a copy of a user record and then edit some fields to create a new user.

Field values from the following original user's pages are copied to the new record:

  • General page
  • Group Memberships page
  • System Rights page
  • Category Rights page
  • Tool Rights page

To create a user using a template

  1. Search for a user to copy, and open it.
  2. Click Create a Copy.
  3. Edit the user as required. For example, change the User Name and Password.
  4. Click a save option.
    Field values from the original user's History page are not copied to the new user.

Example for Creating a Limited-Privilege User

There may be individuals for whom you want to create user accounts but only with restricted access to a select number or type of records. For example, if your company has external vendors, you may want to provide the vendors with access to the specific project records with which they are involved.

Rights to work with either specific record types or all record types are set at the group level. At the user level, there is an additional setting (User type) that determines whether the user has access to all public records or limited access to records.

Note: If you need to allow limited-privilege users to perform task s not normally available to them, such as the ability to approve an invoice, there must be a rule written that gives them record level rights to the invoice so that they can see it and approve it.

To create a limited-privilege user

  1. Create users. See Creating or Editing Users.
  2. For each user, from the General page, User type drop-down list, select Limited-Privilege.
  3. Open the project record to grant access rights to (for this group).
  4. Click Security from the left pane of the project.
  5. To assign the user rights to search, view, or open the project, from the User Rights section, click Edit.
  6. Click Add User Rights.
  7. From the Allow drop-down list, select Allow.
  8. From the Users drop-down list, select the user.
  9. Click a save option.

Activating and Inactivating a User

From a user's General page, you can activate or inactivate the user's account.

To activate or inactivate a user

  1. Search for a user and open it.
  2. To activate a user, select the Account is active check-box.
  3. To inactivate a user, clear the Account is active check-box.
  4. To set a future date when the user's account will be disabled, select the Set expiration date check-box. Click the Calendar icon to select a date.
  5. Click a save option.

Prompting Users to Change Their Passwords

From a user's General page, you can enable a prompt that requires the user to change their password to enforce security standards, for example, if you assign a generic password to new users.

To prompt users to change their passwords

  1. Search for a user and open the user's account.
  2. Select the User must change password at next log in check-box to prompt the user to change his or her password on the next TeamConnect login.
    Make sure that the time span between the current date and date set in this field is larger than the Maximum Age field value on the Security page of the Admin Settings. Otherwise the user will not be able to change his/her password. See Defining the User Password Policy.
  3. Click a save option.

Editing or Viewing a User's Preferences

A user can set individual application preferences. In addition, an administrator with appropriate rights to user records can view or edit a user's preferences from the user record's General page.

To edit or view a user's Preferences

  1. Search for a user and open the user's account.
  2. From the General page, click Preferences.
    The user's Preferences page opens.
    For information about field descriptions, from the User Guide or help, search for Personalizing Your Settings.

Unlocking User Accounts

To guard against unauthorized access, you can limit the number of failed login attempts on the Password Policy page of the Admin Settings area. For details, see Security Settings.

When the Enable User Lockout check-box is selected, users have a specific number of attempts within a time interval to successfully enter a password for their user name. If users exhaust their number of attempts, TeamConnect locks the user account, preventing login attempts.

Whether user accounts are locked due to unauthorized individuals attempting to access the system or legitimate users who enter incorrect passwords, you can unlock user accounts if you have Update rights to user accounts.

To unlock a user account

  1. Search for a user and open the user's account.
  2. Clear the Account is Locked check-box.
    This check-box only appears on the General tab when a user account is locked.
  3. Click a save option.

The user account is unlocked and user access is restored. The Account is Locked check-box is removed from the General tab of the user account.

When an account is locked, TeamConnect does not attempt to assign a new password. If desired, you can assign one (for example, if a user cannot remember the current password) or prompt the user to change the password on his or her next login. See Creating or Editing Users.

Changing a User's Group Membership

From the Group Membership page, add users to groups or remove users from groups. To change a user's group membership

  1. Search for a user and open the user's account.
  2. Click the Group Memberships link from the left pane.
  3. To add the user to a group:
    • (optional) Click Add New Item.
    • From the corresponding Group drop-down list, select the group to add membership.
    • (optional) To apply the group's object views as this user's default, select the corresponding Primary button.
  4. To remove the user from a group:
    1. Select the check-box to the left of the group to remove membership.
    2. Click Remove.
  5. Click a save option.

Users Group Membership Page Field Descriptions

Label

Description

Group Membership Row

For each group, the following fields apply:

  • Line—Read-only. Displays row number.
  • Group—Select a group from the drop-down list to add or remove the current user to/from the member list.
  • Primary—Select one group's Primary button for the user. The user's default object view is determined by the primary group assigned. If the user belongs to multiple groups, the first group will be selected as Primary by default.
  • Action—Click the icon to edit an existing user's account.

Remove

To remove a user from the current group, select the check-box to the left of the user's row and click the Remove button.

Add Another Item

To add a blank Group Membership row, click the Add Another Item button and then select a group (see the Group Membership row description above).

Assigning or Viewing User System Rights

From a user account's System Rights page, you can do the following:

  • (For users created in TeamConnect version 2.x or earlier) Assign and view rights to records, application areas, and application features at the user account level.
    In addition, view rights to records, application areas, and application features inherited from the users' member group(s).
  • (For users created in TeamConnect 3.x) View rights to records, application areas, and application features inherited from the users' member group(s). For these users, you cannot assign or manage record rights at the user level. You must edit a member group's record rights.
    For more information, see Assigning or Viewing Group System Rights.

(For users created in TeamConnect 2.5 SP4 or earlier) You can assign rights that apply:

  • Globally—If you expect to enable rights across multiple record types or multiple application areas, work with these types of rights to save time. Global rights are organized into three groups: User rights, Admin rights, and Setup rights.
    For example, if you select the View drop-down list, User Rights option then the resulting page you can assign rights to view all contact records, view all document records, view all project records, etc., with one button click.
  • Individually—If you expect to enable rights for a limited number of record types (for example, allow access to a couple record types), work with these types of rights.
    For example, if you select the View drop-down list, Contacts option then from the resulting page you can assign more granular level rights such as View Contact records, Edit Contact records, Create Contact records.
    Screen Shot 2017-09-18 at 11.35.34 AM.png

    Note: In the screenshot above, the check-boxes under the Group column are read-only.

Rights are cumulative. If a user has rights assigned at the user-account level and rights inherited from member groups, the user's rights are the sum of user rights and member group rights. If a user is a member of multiple groups then the user inherits all rights assigned to all groups.

If you assign global rights to a user and later add a custom object (record type), category, or custom fields, it is recommended to manually grant access rights to the new object, category, or custom fields.

To assign or view individual record rights

  1. Search for a user account and open it.
  2. To change record rights, from the left navigation pane, click System Rights.
  3. From the View drop-down list, select an option (for example, Contacts).
  4. (For users created in TeamConnect 2.5 SP4 or earlier only) You can do one or more of the following:
    • To assign a specific record or area right, select the check-box for the permission under the User column.
    • To unassign a specific record or area right, clear the check-box for the permission under the User column.
    • If you are viewing existing rights, the User column displays rights assigned at the user account level. The Group column displays rights inherited from member groups.
  5. (For users created in TeamConnect 3.x) The Group column displays rights currently inherited from member groups.

    The System Rights page for a user created in TeamConnect 3.x does not display a User column.
  6. Click a save option.

User System Rights Page Field Descriptions

Field descriptions for specific records or areas are described in:

User System Right Page Fields

Label

Description

View drop- down list

A list of record types and application areas to which you can assign access rights, for example, system settings, object definitions, etc.

After selecting a list option, the workspace is updated with a list of rights specific to that option. For example, if you select Contacts, the rights list displays only rights for working with contact records.

Action

(Available only for users migrated from TeamConnect 2.5 SP4 or earlier. Also only available in Edit view when a global rights option is selected from the View menu, such as User Rights, Admin Rights, or Setup Rights)

Displays both of the following per permission:

  • Select—Enables all permissions for all child records under this rights group. The corresponding rights will be applied at the user account level.
  • Unselect—Disables all permissions for all child records under this rights group. The corresponding rights will be applied at the user account level.

Permission

The available Permissions list items depends on the type of option selected from the View drop-down list.

  • If a global rights option is selected from the View drop-down list (for example, User Rights, Admin Rights, Setup Rights), permissions include the following:
    • View all record types—To grant search and read rights for records of this type, select the View all record types check-box.

    • Edit all record types—To grant rights to edit records of this type, select the Edit all record types check-box.

    • Create all record types—To grant rights to create records of this type, select the Create all record types check-box.

    • Delete all record types—To grant rights to delete records of this type, select the Delete all record types check-box.

    • Perform all other actions

Note: See Understanding Rights, Rights for End-users, Rights for Administrators, and Rights for Solution Developers.

  • If an individual rights option is selected from the View drop-down list (for example, Contacts, Documents, etc.), permissions like the following are available:

    View Contact records
    Edit
    Contact records
    Create
    Contact records
    Delete
    Contact records
    View
    Contact all categories
    Create
    Contact all categories
    Delete
    Contact all categories
    View
    Contact all custom fields
    Edit
    Contact all custom fields

    Note: The list above provides examples of permissions related to individual record types but is not all-inclusive. For comprehensive lists of permissions according to record type, see System Record Rights.

Group

Display values indicate which rights are currently assigned from member group(s). The available Permissions list items depends on the type of option selected from the View drop-down list.

  • If a global rights option is selected from the View drop-down list (for example, User Rights, Admin Rights, Setup Rights), one of the following may display:
    • All rights selected—Indicates the permission was enabled globally.
    • Some rights selected—Indicates that permissions for the child record types were enabled individually, resulting in some permissions being disabled.
    • No rights selected—Indicates that no permissions for the child record types were enabled.
  • If an individual rights option is selected from the View drop-down list (for example, Contacts, Documents, etc.), one of the following displays:
    • A read-only green check-box  Screen Shot 2017-09-18 at 11.48.55 AM.pngfor individual record rights that are currently assigned to a member group.
    • A read-only empty check-box Screen Shot 2017-09-18 at 11.49.19 AM.png for individual record rights that are currently unassigned to all member groups.

Assigning or Viewing Global User Rights for a User

From a user's System Rights page, you can assign or view rights typically associated with end-user functions using a global User Rights view. This option allows for quick assignment of access rights to multiple record types or application areas that end-users typically use.

Note: In this topic, global User Rights refers to Permissions available when you select the User Rights option from the View drop-down list of a user account's System Rights page.

Note: Assigning global User rights is only supported for users migrated from TeamConnect 2.5 SP4 or earlier.

To assign or view global User Rights for a user

  1. Search for a user account and open it.
  2. From the left navigation pane, click System Rights.
  3. From the View drop-down list, select User Rights. To assign rights, do one or more of the following:
    • To assign view rights to all records from the User application area, associated categories and custom fields, associated pages for the records (such as Security), click Select next to the View All Records Permission.
    • To assign edit rights to all records from the User application area, associated categories and custom fields, associated pages for the records (such as Security), click Select next to the Edit All Records Permission.
    • To assign create rights to all records from the User application area, associated categories and custom fields, associated pages for the records (such as Security), click Select next to the Create All Records Permission.
    • To assign delete rights to all records from the User application area, associated categories and custom fields, associated pages for the records (such as Security), click Select next to the Delete All Records Permission.
    • To assign any remaining rights to all records from the User application area, associated categories and custom fields, associated pages for the records (such as Security), click Select next to the Perform other actions Permission.
  4. If you are viewing currently assigned rights, the status of enabled rights per permission displays under a column:
    • User—Displays status of rights assigned at the user account level.
    • Group—Displays status of rights assigned at the member groups level.
      For more information, see User System Rights Page Field Descriptions.
  5. Click a save option.
    For more information about the granular record-level rights bundled under a global User Rights permission, see Results from Assigning Global User Rights. Information presented in the data tables apply to users and groups.

Assigning or Viewing Global Admin Rights for a User

From a user's System Rights page, you can assign rights typically associated with system administrator functions using a global Admin Rights view. This option allows for quick assignment of access rights to multiple record types or application areas that system or business administrators typically use.

Note: In this topic, global Admin Rights refers to Permissions available when you select the Admin Rights option from the View drop-down list of a user account's System Rights page.

Note: Assigning global Admin rights is only supported for users migrated from TeamConnect 2.5 SP4 or earlier.

To assign or view global Admin Rights for a user

  1. Search for a user account and open it.
  2. From the left navigation pane, click System Rights.

    From the View drop-down list, select Admin Rights.
    • To assign view rights to all records from the Admin application area, associated pages for the records (such as Security), click Select next to the All Admin View Rights Permission.
    • To assign edit rights to all records from the Admin application area, associated pages for the records (such as Security), click Select next to the All Admin Edit Rights Permission.
    • To assign create rights to all records from the Admin application area, associated pages for the records (such as Security), click Select next to the All Admin Create Rights Permission.
    • To assign delete rights to all records from the Admin application area, associated pages for the records (such as Security), click Select next to the All Admin Delete Rights Permission.
      See Assigning or Viewing Group System Rights for information about assigning groups of rights to end-users, administrators, or solution developers.
  3. If you are viewing currently assigned rights, the status of enabled rights per permission displays under a column:
    • User—Displays status of rights assigned at the user account level.
    • Group—Displays status of rights assigned at the member groups level.
      For more information, see User System Rights Page Field Descriptions.
  4. Click a save option.

    For more information about the granular record-level rights bundled under a global Admin Rights permission, see Results from Assigning Global Admin Rights. Information presented in the data tables apply to users and groups.

Assigning or Viewing Global Setup Rights for a User

From a user's System Rights page, you can assign rights typically associated with solution developer functions using a global Setup Rights view. This option allows for quick assignment of access rights to multiple record types or application areas that solution developers typically use.

Note: In this topic, global Setup Rights refers to Permissions available when you select the Setup Rights option from the View drop-down list of a group account's System Rights page.

Note: Assigning global Setup rights is only supported for users migrated from TeamConnect 2.5 SP4 or earlier.

To assign or view global Setup Rights for a user

  1. Search for a user account and open it.
  2. From the left navigation pane, click System Rights.
    From the View drop-down list, select Setup Rights.
    • To assign view rights to all records from the Designer (Setup) application area, associated pages for the records (such as Security), click Select next to the All setup view rights Permission.
    • To assign edit rights to all records from the Designer (Setup) application area, associated pages for the records (such as Security), click Select next to the All setup edit rights Permission.
    • To assign create rights to all records from the Designer (Setup) application area, associated pages for the records (such as Security), click Select next to the All setup create rights Permission.
    • To assign delete rights to all records from the Designer (Setup) application area, associated pages for the records (such as Security), click Select next to the All setup delete rights Permission.
      See Assigning or Viewing Group System Rights for information about assigning groups of rights to end-users, solution developers, or administrators.
  3. If you are viewing currently assigned rights, the status of enabled rights per permission displays under a column:
    • User—Displays status of rights assigned at the user account level.
    • Group—Displays status of rights assigned at the member groups level.
      For more information, see User System Rights Page Field Descriptions.
  4. Click a save option.

    For more information about the granular record-level rights bundled under a global Setup Rights permission, see Results from Assigning Global Setup Rights. Information presented in the data tables apply to users and groups.

Assigning or Viewing User Category Rights

From a user account's Category Rights page, you can do the following:

  • (For users created in TeamConnect 2.5 SP4 or earlier) You can assign or view rights to categories and custom fields.
    Afterward, the user will be able to view and work with the categories (for example, add and remove categories from a record type) and custom fields (for example, populate or edit the field value).
  • (For users created in TeamConnect 3.x) You can view rights to categories and custom fields inherited from the users' member group(s). For these users, you cannot assign or manage category or custom field rights at the user account level. You must edit a member group's category or custom field rights. For more information, see Assigning Group Category and Custom Field Rights.
    (For users created in TeamConnect 2.5 SP4 or earlier) You can assign rights that apply:
  • Globally—If you expect to enable rights to work with most categories and custom fields across multiple record types, work with these types of rights to save time.
    For example, if you select the View drop-down list, User Rights option then on the resulting page you can assign rights to view all categories (for all contact records, all document records, all project records, etc.) with one button click.

    Note: In the screenshot above, the permission status messages under the Group column are read-only and indicate which permissions are inherited from a member group.
  • Individually—If you expect to enable more restricted access to categories and custom fields, you can set more granular level access per record type and per specific category/custom field.

    Note: In the screenshot above, the check-boxes under the Group column are read-only and indicate which permissions are inherited from a member group.

To assign or view category and custom field rights

  1. Search for a user account and open it.
  2. To change rights for categories and custom fields, from the left navigation pane, click Category Rights. See the appendix, Rights for End-users for additional information about general rights for categories and custom fields for each record type.
  3. (For users created in TeamConnect 2.5 SP4 or earlier only) To assign global category or custom field rights for all record types, do the following:
    • From the View drop-down list, select User Rights.
    • From the resulting rights list, click the Select button for the following permission rows:
      • View all categories—Allows access to all records', Categories pages.
      • Add all categories—Allows addition or selection of all available categories from all records', Categories pages.
      • Remove all categories—Allows removal or clearing of all categories from all records', Categories pages.
      • View all custom fields—Allows access to custom fields associated with any categories from all records', Details pages.
      • Edit all custom fields—Allows data entry or changes for custom fields values associated with any categories from all records', Details pages.
        Afterward, all rights for categories and custom fields of all record types will be assigned to the user.
  4. (For users created in TeamConnect 2.5 SP4 or earlier only) To assign specific category or custom field rights for a specific record type, do the following:
    • From the View drop-down list, select a record type. For example, Contacts.
    • To assign the following base category rights, select the check-box next to each right:
      • View Contact category—Allows access to contact record, Categories page.
      • Add Contact category—Allows addition or selection of all available categories from the contact record, Categories page.
      • Remove Contact category—Allows removal or clearing of all categories from the contact record, Categories page.
      • View Contact custom fields—Allows access to custom fields associated with any contact categories from the contact record, Details page.
      • Edit Contact custom fields—Allows data entry or changes for custom fields values associated with any contact categories from the contact record, Details page.
        To assign additional category or custom field rights, select the check-box next to the right.
  5. If you are viewing currently assigned rights, the status of enabled rights per permission displays under a column:
    • User column—Displays status of rights assigned at the user account level.
    • Group column—Displays status of rights assigned at the member groups level.
      For more information, see User System Rights Page Field Descriptions.
  6. Click a save option.

Assigning or Viewing User Tool Rights

From a user account's Tool Rights page, you can do the following:

  • (For users created in TeamConnect 2.5 SP4 or earlier) Assign rights to tools. Afterward, the user will be able to view and work with the tools.
  • (For users created in TeamConnect 3.x) View tool rights inherited from member group(s). For these users, you cannot assign or manage tool rights at the user account level. You must edit a member group's tool rights. For more information, see Assigning Group Tool Rights.

Note: In the screenshot above, the check-boxes under the Group column are read-only and indicate which permissions are inherited from a member group.

Some tools are available from the User application area and other tools are available from the Designer application area.

To assign user tool rights

  1. Search for a user and open it.
  2. To make tools available, from the left navigation pane, click Tool Rights.
  3. (For users created in TeamConnect 2.5 SP4 or earlier) You can do the following:
    To enable a tool for the user, select the tool's check-box.
    To disable a tool, clear the tool's check-box.
  4. View tool rights currently inherited from member groups under the Group column. A green check-box indicates the permission is enabled.
  5. Click a save option.

Viewing or Creating User History

From a user's History page, you can create a history (containing notes about changes to the user), view a list of related history records, or perform an advanced search for a history.

To create a history for a user

  1. Search for a user and open the user's account.
  2. Click History from the left pane.
    The user's History list page will open. You can click a history Description to view its details.
  3. Click New History.
  4. Enter a change Description.
  5. Click a save option.

Deleting a User

When you delete a user, the groups that the user belongs to will not be deleted.

Scenarios that Prevent Deletion

When you try to delete a user, the following scenarios prevent the deletion:

  • You are deleting your own user account.
  • The user is a Process Manager in a route or an approval process in any status (pending, completed, and so on).
  • The user is an approver in an approval process in any status (pending, completed, and so on).
  • The user is the last member of a group that has a Process Manager role in an approval rule.

To delete a user account

  1. Select the Admin tab.
  2. Click the Users sub-tab link.
  3. (optional) From the left navigation pane, select a User list view.
  4. Click the link with the user's name.
  5. Click Delete

What is Deleted

When you delete a user, the following associated data gets deleted:

  • All rights assigned in the Rights, Categories, and Tools tabs of the account.
  • Group Membership information.
  • Record-level Security tab settings for the user.
  • Project assignment entries where this user was selected.
  • Password history.
  • Home Page copies created for this user.
  • History records.

Using the User General Page

For a list of pages that belong to a user, see Working with Users.

From the General page, you can perform the following:

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