Adding and Managing Users
Administrators are tasked with adding and managing users so that users have access to the Vizion Platform system and can work in the areas they need to do their job. Each organization decides what data to record for each new user; however, at the very least you need the first and last name and an email address before you begin. In addition, the Administrator needs to understand the user’s responsibilities to know what security to provide. Once the new user is added, most systems trigger a welcome email for the user which includes the user’s User Name and initial Password for the system.
Adding a New User Includes:
Collecting data for the new user according to Company requirements
Entering the user data and at least one Security Role for the user
Verifying the user received the Welcome Email and/or can sign in
Directing the new user to training resources
Training Resources for New Users
On this page: |
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New users can complete OneVizion’s Foundations Courses in order to get a basic understanding of working in the Vizion Platform. To access a sign up link, access the Learning and Enablement Menu Application and click the OneVizion Learning Portal menu item as shown below.
If your system does not have the OneVizion Learning Portal link, you can use https://lms.onevizion.com/ .
The Learning Portal Welcome page displays where the user can click SIGNUP to initiate the Vizion Platform Foundations course signup process.
In addition, we have two sets of documentation pages which are geared towards new users. See New User Basics and Beyond the Basics for topics that are important for Vizion Platform users to understand or click the corresponding buttons on the Documentation Landing Page as shown below.
on the Documentation Landing Page
Managing User Accounts
Administrators decide whether or not to add/manage the new user(s) one at a time using the Users Trackor Browser page or as a group by using an import (see Adding a User with the Users Trackor Browser Page and/or Adding Users with an Import). Administrators can also see and manage some user account information on the Admin System Users page; however, this page is not used for adding users. See System Users Page.
See Administration for Managing Users for the security levels needed to manage accounts.
Adding a User with the Users Trackor Browser Page
Every system has a Users Trackor Browser page where the base set of users for the system are added. (Do not use the System Users page for adding users.) Your system may have additional Trackor Browser pages for other user types (you will track different information for different types of users). If so, add the user on the user Trackor Browser page that fits the user type. For example, if you have vendors that you include as users, access the Vendors user page to add a new vendor as a user.
Steps to Add a New User | ||
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1 | Navigate to the Users page. This page can be in different places depending on system setup, but typically menu selection is App Center > Administrator > Users |  |
2 | On the Users Trackor Type page, click Add. |  |
3 | On the General Info tab, fill in the information your company requires for the user. At the very least, add user name, first name, email, password, and verify password. For information about the basic set of fields on this tab, see User - General Info Tab. |  |
4 | Click Apply to save. The Vizion Platform typically sends a Welcome email to the user by default which includes instructions to log into the system and change the password provided in the email. While this is a rule that can be disabled, it is generally enabled. |
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5 | More tabs now display. Click the Security Roles Tab to select role(s) for the user. This is required for the user to be able to access the system. See User - Security Roles Tab.
Click Apply to save. |  |
6 | The user will now be able to login and have access based on the Security Role(s) assigned. Navigate back to the General Info tab. The systematic fields are now populated. For information on the other tabs that display, see User Profile Tabs. |  |
User - General Info Tab
The fields listed in the chart below are basic fields for all users. Fields that display after these are unique by the system.
Field | Description |
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User Name | User’s ID for logging into the Vizion Platform; displays in Field Audit logs. A common format for this field is the first letter from the first name followed by the last name - all lowercase. For example, Joe Smith’s user name would be jsmith |
User’s business email address | |
Password | The user’s password. Initially the Administrator enters a temporary password that meets the complexity rules are met; usually at least - 10 characters, 1 uppercase character (A-Z), 1 digit (0-9), and 1 special character. The password displays with *** placeholder. You can click in this field and use the suggested password the system provides which automatically fills the Verify Password field as well. |
Verify Password | The password reentered and displayed with ***placeholder. |
MFA Type | The option to select here if you want the user to have Multi-Factor Notification (MFA), is Notification Message. Making this selection adds to security by requiring the user to enter a specific time-sensitive code when they attempt to login to the system. See Multi-Factor Authentication (MFA). When a user is set to External authentication only (logging in with SSO), MFA is not applicable. |
Phone Number | User’s phone number. This is important if MFA Type is selected for the user and the MFA notification type is SMS (text) rather than the default of email. |
Disabled | .If unchecked, the user has access to the system. If checked, the user no longer has access to the system. |
Superuser | Checkbox to indicate Superuser. Superusers can:
Requires at least Read and Edit privileges for the ADMIN_USERS Security Group which gives access to the User Trackor Browser page and the System User Admin page. For more information, see Administration for Managing Users. |
Collect Performance Data | Checking this box will collect data that can be used to diagnose performance issues for an individual user. Admins will need the ADMIN_USERS_COLLECT_PERFORMANCE Security Group for access to this checkbox. See details below. |
External authentication only | If this checkbox is checked, the user will not have the option to sign on with a username and password, and the password fields will be greyed out and no longer required to complete for the new user configuration. The user will be required to use some form of external authentication, i.e. SSO or OneVizion Passwordless Authentication (which is configured as an SSO provider). There are many cases where username and password authentication should appropriately be prevented, including:
Unchecking this box means the user will have the option to sign on with a username and password, and the password fields remain required. |
User ID | Set systematically when saved; Same as User Name. |
First Name | User’s first name |
Last Name | User’s last name |
Full Name | Systematic concatenation of first and last names. |
Security Roles | Displays list of User’s Security Roles. Populated by the system. |
Last Login | Displays date and time of User’s last login. Populated by the system. |
Reset Password | Rarely used - Check this when you want to email a new temporary password to the user. The user will login with the email link and reset their password. |
User Notes | Five-line memo field for notes |
User - Security Roles Tab
You can scroll through the list (or use Quick Search) to find the Security Role(s) to assign to the user. Check the checkbox to assign a role. You can click the select/deselect all (double check icon) if needed, and you can click the hyperlink Security Role name to see details about the security role. For detail information on security roles, see Managing Security Roles.
User Profile Tabs
In addition to the General Info and Security Roles tabs, there are many more tabs on the User Profile.
The User Settings Tab contains all of the same settings as the User Settings that are available to the user. Here the Administrator can set user settings on behalf of the user. For detail information on these settings, see Configuring User Settings.
It is not recommended that the rest of the Tabs be edited on an individual basis for a user. They should be part of the Security Role configuration.
Details of these Tabs are on the Managing Security Roles User Guide page.
Watch Adding a User with the Users Page
Editing User Data
Steps to Edit the User Form | ||
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1 | On the Users Trackor Type page, click on the blue User ID, or select the row and click Edit at the top of the page. |  |
2 | The User Form will open on the General Info Tab. |
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3 | Navigate to appropriate Tab and make needed changes. |
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4 | Click Apply to save before navigating to another Tab. |
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5 | Click OK to close and go back to the Users Trackor Type page. |
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Disabling a User
Rather than deleting a user, it is Best Practice to disable the user.
Steps to Disable a User | ||
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1 | Access the Users Trackor Browser page. |
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2 | Search for the user to disable and click on the hyperlink User ID. |
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3 | The User Form will open on the General Info Tab. Check the box next to the Disabled Field. |  |
4 | Click Apply to save. |
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5 | The General Info Tab will update with a disabled user message. The user will no longer be able to log in. |  |
Adding Users with an Import
Often Administrators will need to set up many users at one time. This can be done with the Users Import.
Steps to Import Users | ||
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1 | Navigate to Info Center > Data Ingestion > Import Data |  |
2 | Find the import with the Import Name of User Load. The Description provides guidance on how to create the User Load import file. For more information, see Running Imports. |  |
3 | Create the import file. It should include the following fields:
| Example import file. Delete or overwrite the example data in line 2. 
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4 | When the file is ready, navigate back to the Import Data page and click the hyperlink Import ID for the User Load import. The Import File form opens. |
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5 | Follow the steps to run an import including attaching the file you created for the import. For detailed steps, see, Running Imports. Creating users is an Insert Action. Existing users can also be edited with this import. For that, the Action is Update. |  |
6 | Upon successful import of new users, each user will receive a welcome email, including their User Name and initial password. |
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Testing User Permissions with Login As…
Superusers with the ADMIN_LOGIN_AS security group may view the Vizion Platform system as another user by using the Login As… feature. For instructions, see Using “Login As” on the Troubleshooting page. You will experience everything as the User you logged in as, including the Menu and user permissions, allowing you to test and confirm that Security Roles are as expected.
Collecting Performance Data for a User
When a user is having system performance issues, the Administrator will need to capture performance data for the user. See Collect Performance Data on the Troubleshooting page.
Administration for Managing UsersTo manage User Accounts, the Administrator must have the ADMIN_USERS Security Group which gives privileges to the User Trackor Type page and the System Users Admin page. Users with this Security Group that ARE NOT Superusers, can grant permissions to other users that are the same or below their own privileges. Additionally, this User cannot change their own permissions. Users with the ADMIN_USERS Security Group AND Superuser status can grant any access to others and themselves.
Superusers with the ADMIN_LOGIN_AS security group can use the LoginAs feature.
After mastering User Administration, learn more about Managing Security Roles. |
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