Creating a User Account
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Creating a User Account

You can create user accounts in two methods:

  1. Create a single user account
  2. Create multiple user accounts using a Microsoft Excel Workbook

Note Note: These instructions are for users that are not in the Active Directory.

Creating a User Account

Steps
  1. In the module menu, click Administration.
  2. In the navigation pane, expand User Management, and then click User Accounts.
    The User Accounts list page is displayed.
  3. Click New.
    The Add User page is displayed.
  4. Provide the required information in the fields, as described in the following table.
    Field Name Description
    User Name Enter a unique identification name for the user account. The user name is used to login to the application.
    First Name Enter the first name of the user.
    Middle Name Enter the middle name of the user.
    Last Name Enter the last name of the user.
    Company Enter the company name of the user.
    Address Line 1, Address Line 2, and Address Line 3 Enter the address of the user.
    City Enter the name of the city where the user resides.
    State Enter the name of the state where the user resides.
    Country Enter the name of the country where the user resides.
    Password

    Enter a password for the user account.

    The password must adhere to the settings as defined in the Authentication & Login Settings page.
    Confirm Password Retype the password to verify that the entered password is correct.
    Zip Code Enter the zip code of the city in which the user resides.
    Email Enter the e-mail address of the user.
    Send Email Notification Select the check box to send an e-mail notification with login details to the user.
    Mobile Number Enter the mobile number of the user.
    Send SMS Notification Select the check box to send an SMS notification with login details to the user.
    Telephone Enter the telephone number of the user.
    Certificate Number Enter the access certificate number assigned to the user.
    Account Expiry Date Enter a date until which the account will be valid. The user is denied access to the application after this date.
    Business Unit

    From the drop-down list, select the business unit to assign to the user.
    Available options are business units defined in the application. 

    For information on business units, refer Business Units.
    Type

    From the drop-down list, select either of the following options:

    Internal - Select this option if the user belongs to the organization.

    External - Select this option if the user belongs to a different organization. For example, contractors.

    If External is selected, then from the Contractors drop-down list, select the contractor associated with the user. Available options are contractors defined in the Contractors catalog of the Library.
    Selecting the account type as External for an account ensures only specific and limited information in the application is available to the user. 
  5. In the Assign Roles section, perform the following steps to assign roles to the user:
    1. In the Available Roles list, click the role to assign to the user.
      To select multiple roles, press CTRL, and then click the required roles.
    2. Click .  
      The selected roles are displayed in the Associated Role(s) box.
      The consolidated set of permissions of all roles associated with the user account are made available to the user. For information on creating roles, refer to Creating a Security Role.
  6. Click Save.
    The user account is created.
    Note: To deny application access to a user, change the status of the user to Inactive. For information on changing the status of a user, refer to Changing the Status of a User Account.

Importing User Account Information using a Microsoft Excel File

You can create multiple user accounts at once by importing a Microsoft Excel file that contains user details. The high-level process of bulk uploading of user account details is as follows:

  1. Download the predefined Excel template from Masterworks. The Excel template contains  user information required for user account creation as columns.
  2. Enter user account details in the template workbook.
  3. Import the workbook with user details to Masterworks.

Steps
  1. In the module menu, click Administration.
  2. In the navigation pane, expand User Management, and then click User Accounts. The User Accounts page is displayed.
  3. Click Excel Import / Export, and then click Excel Template.
    The template is saved to your local storage.
  4. Open the saved Excel template workbook.
  5. Enter information for each of the columns, as described in the following table:
    Field Name Description
    UserName Enter a unique alphanumeric name to identify the user.
    FirstName Enter the first name of the user.
    MiddleName Enter the middle name of the user.
    LastName Enter the last name of the user.
    CompanyName Enter the company name of the user.
    Address1, Address2, and Address3 Enter the address of the user.
    City Enter the name of the city where the user resides.
    State Enter the name of the state where the user resides.
    Country Enter the name of the country where the user resides.
    Zipcode Enter the zip code of the city where the user resides.
    Telephone Enter the telephone number of the user.
    Email Enter a valid e-mail address of the user for email communication.
    Fax Enter the fax number of the user for facsimile communication.
    CertNo Enter the access certificate number assigned to the user.
    IsActive

    Enter YES to specify that the user is active. 

    Enter NO to deny application access to the user. 

    Note: To revoke application access from a user, change the status of the user to Inactive. For information on changing the status of a user, refer to Changing the Status of a User Account.

    MobileNo Enter the mobile number of the user.
    AccountExpiryDate Enter the date until which the account will be active. Enter the date in the format as defined in the User Settings page. The user is denied access to the application after this date.
    IsSMS Enter YES for the user to receive SMS notification with login details on user account creation if the mobile number of the user is specified in the MobileNo column.
    Roles

    Enter the role names for the user separated by a comma. Ensure the role names entered here are as defined in the application.

    To view the list of role names defined in the application, in the navigation pane, expand User Management, and then click Security Roles.
    Business Units

    Enter the business units to which the user belongs. Enter the business unit names separated by a comma. Ensure the business unit names entered here are as defined in the application.

    To view the list of business unit names defined in the application, in the navigation pane, expand Functional Configuration, and then click Business Units.
  6. To import the Excel workbook with user details, click Excel Import / Export, and then click Excel Import. The Import Details from Excel File is displayed.
  7. Click Choose File, and select the updated Excel workbook.
  8. Click Upload. The information in the Excel file is displayed.
  9. Click Save. The information in the Excel file is imported to Masterworks.

 

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