Managing Users

Entities and Users

If your implementation has more than one entity, the login and contact details will be the same for all entities that are assigned to the user (System Wide Information); however, the user's permissions and other information will be managed separately for each entity (User Account Settings).

The drop-down list at the top of the page determines which entity-specific information is currently displayed.

User/License Counts

The following information is displayed in the summary area of the Users page:

• Current Entity Users - number of user accounts assigned to the current entity
• Current System Users and Remaining User Licenses - number of user accounts across all entities and the number of additional user accounts allowed by your license
• Current Entities and Remaining Entity Licenses - number of entities and the number of additional entities allowed by your license
• Days Remaining - number of days until the license expires

Creating a New Account

To create a new account, the Select Name to Edit list must be blank. You can simply enter information into the required fields and choose Admin > Users > Create.

To clear an existing user's account information before creating a new one, choose Admin > Users > New.

To start with the settings from an existing account, select it from the list and then choose Admin > Users > Duplicate.

Editing a User Account

To edit an existing user account, choose the user name from the Select Name to Edit list. Make the desired changes and then choose Admin > Users > Save.

Remember that a user can have different permissions in each entity. If you change the permission for one entity, it will not change the permissions in the other entities that the user is assigned to.

Deleting a User Account

To delete an existing user account, choose the user name from the Select Name to Edit list and then choose Admin > Users > Delete.

You can delete a user account only if no records are associated with the account. If the user account is listed as an owner, author, team member or reviewer for any record or status, choosing Delete will instead retire the user account.

Retiring a User Account

A user can be retired from a particular entity or from the entire XFRACAS website. In both cases, you can configure the account to be retired automatically on a certain date and time, or you can manually retire the account.

• To retire an account from the website (all entities), use the options in the System Wide Information area.
• To retire an account from a particular entity, make sure the appropriate entity is selected and then use the options in the entity-specific area.

Disabling Account Access Due to Inactivity

Starting in Version 2021, XFRACAS provides tools for automatically disabling account access when users fail to log in for a specified period (e.g., 30 days). In addition, you can configure e-mail alerts to warn users when their account is due to expire so they can avoid interruptions in access. For more information, see Disabling Account Access Due to Inactivity.