Manage Regular Users¶

Allegra can be configured to allow users to create accounts for themselves. After that, a system or project manager must assign them roles in workspaces in order for them to see anything in the system. It is also possible to automatically grant rights to self-registered users via group membership.

As a system administrator or system manager, you can easily add users to Allegra. To add a user, go to Users and Groups > Users in Administration.

The most important parameter is the user name and it must be unique.

Attention

Use the same name as the Windows user name for other accounts in your organization. In particular, if a directory server (Windows Active Directory Server or LDAP Server) is to be used, the user name you enter here must be the same as the one used on the directory server.

The second most important parameter is the user email. The initial password will be sent to the new user via email to ensure that the email is correct.

If the user forgets their email, they must ask the system administrator to look it up.

If you, as the system administrator, have forgotten your password and your email address or the email connection is not working, the only way to reset the password is to directly enter an encrypted password into the database. There is a full explanation on the user forum, in the FAQ section on how to do this.

As a system administrator or system manager, you can change user attributes to help the user with the configuration. A detailed explanation of all attributes can be found in Manage User Profile.

Only the system administrator can assign organizations to users, give them an employee identification number, and configure their session time limit.

As a system administrator or system manager, you can deactivate users, for example, when they leave the company. Deactivating users means that they are still in the in the database and all their history is preserved. It is possible to activate them. Deactivated users are grayed out in the user list or are displayed with an asterisk after their name.

Deactivated users can no longer access the system. If they try, they receive an error message telling them to contact the system administrator. Deactivated users do not occupy any user licenses.

As a system administrator or system manager, you can assign users to system roles. The system role determines which functionality is available for this user. You can define as many system roles as you want. For each system role, you can determine which user interface elements are visible (see System Roles and User Interface).

The following represent a few fixed, predefined system roles that are handled differently by the system.

System Role	Description
Guest	Guest users are managed in a different section than normal users. They have a simplified menu with reduced functionality. For example, they cannot create their own filters and can only use their own entries in the Task Navigator. Normally, you would mark users with a guest role, if they only use the system occasionally, for example, in a helpdesk environment.
Full Users	Full users can use the full system functionality, but without administrative features like creating workspaces or managing users.
System Administrator	System administrators have full access to the system, including the privileges to add and delete workspaces and users.
System Managers	System managers have full access to the system, including the privileges to add and delete workspaces and users. Unlike a system administrator, however, they cannot change the server configuration, such as setting index or attachment directories, or enabling and disabling LDAP and web services.
Simple	A configurable role for users who prefer basic functionality and a simple user interface.
Moderately Complex	A configurable level for users who do not want to use all of the system functionality and thus have some user interface elements removed.
Advanced	A configurable level for users who want to use most of the system functionality.

As a system administrator or system manager, you can permanently remove users from the database. This is especially useful if test users have been added or mistakes have been made when creating the user name. Otherwise, this is a pretty serious item, since it affects all the items that this user has ever edited.

When permanently deleting a user from the system, a replacement user must be named. This replacement user is entered wherever the user to be deleted was previously located. The replacement user will inherit the entire history of the user to be removed.

As a system administrator or system manager, you can assign one of the cockpit templates to a set of users. Select the users with the checkboxes and then click the “Assign” cockpit button in the toolbar. Select the desired cockpit template and click on “OK”.

As a system administrator or system manager, you can assign special licenses to the selected users, for example, for ALM or Gantt functionality. To assign these licenses, select the checkbox for these users in the relevant column on the right. You can see the columns only if you have a license for this functionality.

You can set some user attributes for all users with a special link. Here is an example:

http://localhost:8080/track/setUserProperty.action?field=homePage\&value=cockpit

The fields with their possible values are listed here:

Homepage : Cockpit | ItemNavigator
LayoutEnabled : true false
AlwaysSaveAttachment : true false
HoursPerWorkday : in hours, e.g. 8.0
AutoloadTime : in seconds
MaxAssignedItems : 1 … 1000
PrefEmailType : Html | Plain
Session-Timeout : in minutes