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Users

The Users maintenance page is accessed by selecting Users from the Admin menu. It is only accessible to System Admin users.

Adding a User

To add an individual user click the Add button. Refer to Adding Users from Active Directory below for details on adding users in bulk.

Name

The user's display name. It is also used by the auto-insert fields function when inserting the author's name. _This field is populated from Active Directory when using the Add Users from Active Directory option (see below).

User Name

This is the name that the user will enter when logging into the system. Often it will be their email address, although that is not always the case. For sites using Office 365 this value must match the User Principal Name used in Active Directory. _This field is populated from Active Directory when using the Add Users from Active Directory option (see below).

Email

The user's email address used for notifications sent by Doc Assembler. If this value is that same as that entered into the User Name field then it can be left blank. _This field is populated from Active Directory when using the Add Users from Active Directory option (see below).

Department

The user's department. It is also used by the auto-insert fields function when inserting the author's department. _This field is populated from Active Directory when using the Add Users from Active Directory option (see below).

Position (Job Title)

The user's position. It is also used by the auto-insert fields function when inserting the author's position. _This field is populated from Active Directory when using the Add Users from Active Directory option (see below).

Type

The type of user determines the level of access to the system that the user is granted. There are three user types available:

  1. End User: cannot access anything on the Admin menu, with the exception of:
    • Change Password for sites that are NOT integrated with Azure Active Directory
    • Action Register for end users granted explicit permission to access the Action Register
  2. Admin: cannot access System Config or Users
  3. System Admin: can access all functions

Note that Admins & System Admins will still only have access to a document/template if they have been assigned as an Owner (i.e. via Document Assembly or Template Maintenance). Likewise they will only have access to a report item that they have been explicitly assigned to OR where they are an Owner of the containing document.

Can Vote in Meeting

This value is usually only turned on (ticked) for councillors/elected members. Any user with a tick in this checkbox will appear in the list of voting users available in the Minute Processing area.

Can Upload Item Content

When this checkbox is ticked it grants the user permission to upload a Word document or Excel spreadsheet to replace the existing Item Content document for their report item. It is recommended to grant this permission selectively and only when there is a genuine business case for doing so. An example of when this may be applicable is when a planning department report is produced by the planning system in the required format, pre-populating the property and parcel related fields. The button that appears in the Item Content area when this permission is granted is shown in the screen shot below:

Can Generate Item Draft

When this checkbox is ticked it grants the user permission to generate a "draft copy" of an item (officer’s report). The draft will be in PDF format and include:

  • Page headers and footers
  • Item title
  • Attachment list
  • All attachments inline i.e. following the content of the item

The generated PDF will effectively be the same document that will be published when the “Publish Individual Items” option is selected.

The button to generate the draft appears in the following places:

  • Assignment Detail page – accessed via the Dashboard
  • Item Detail page – accessed via Docs Overview
  • Document Assembly page
Can Access Action List

When this checkbox is ticked it grants a user with a type of End User permission to access the Action List. System Admin & Admin type users already have access to the Action List without needing this checkbox to be ticked.

NB. A user who has access to the Action List will have access to ALL items on the Action List.

Minute Processing Display Order

This field allows you to specify the order in which the voting users will be listed. It is also possible to change this order directly from the minutes processing area using drag and drop.

Email Details to User

When this checkbox is ticked an email will be sent to the user with details of the account that has been created for them. The email will include a link to the Doc Assembler web portal.

Adding Users from Active Directory

If your site is integrated with Azure Active Directory (AAD) then users can be added in bulk from AAD. Clicking the Add Users from Active Directory button will display the following page:

In order to use this feature a group named "Doc Assembler" must first be created in Active Directory. Any users who are added to this group, but do not already have an account in Doc Assembler, will then appear on the Selected Users drop down list. One or more users can then be selected from this list and added into Doc Assembler in bulk.

Refer to the section above entitled Adding Users for details of the available fields.

When adding a user from Active Directory the following fields will be populated by Doc Assembler from the details stored in Active Directory:

  • Name
  • Username
  • Email
  • Department
  • Position

Editing a User

To edit an existing user click on the row in the list and edit the details as required. If you no longer wish a user have access to the system then simply place a tick in the Inactive checkbox. Inactive records will be displayed in the list of users with a line through their name.

Reset Password: If your site is not integrated with Azure Active Directory then you can reset the user's password when editing a user by clicking this button. The user will be sent an email with details of the reset password value. They will be required to change this upon first login to the system.