To manage Users, log into the admin tool and navigate to Users & groups → User list.
User List
The User list displays the Aproove Users (active and disabled). From this list, you can search, modify and delete existing users.
Add User
Before creating a new user, it is recommended that Permissions Model - Types & Concepts be reviewed first.
To add a user to Aproove, select the 'Add user' tab at the top left. At a minimum, the Username and Password fields need to be filled out before creating the user. It is recommended that the name, email address, language, and timezone fields are also filled out so the user can receive email task notifications localized to their timezone.
User role rights
The User Rights Matrix can be used to reference the description of each right.
It is recommended for each User that a Role is selected and Global group(s) assigned (with Schemas configured) so features and rights are applied consistently to your user base. This will make administrating Users a lot easier. For additional information on how to set up Roles and Global groups, please see Users, Global Groups, Rights & Roles - Advanced Configuration.
To assign a role to a user, select the Role pulldown in the upper right corner and choose the correct role from the list. This will populate the User with predefined rights.
Global Groups
Global groups are groups that are used to assign permissions. Users can be members of multiple groups and the permissions granted by them are additive. An example of this in practice would be a standard global group that assigns basic functions in the system and a separate admin global group that includes just the admin level permissions. A user assigned to only the standard global group would just have the basic functions, a user assigned to both groups would have the basic functions along with the admin level permissions.
An alternative is to use global groups to assign users to schemas. When you configure a global group, you can specify that each user that is part of that global group should be added to a schema using a pre-defined set of permissions. The set of permissions, in this case, would be a role. Each global group can add users to one or many schemas.
Adding a Global Group
To add a Global group, select the 'Add a group' button at the bottom of the 'Global groups' tab in Users & groups.
Name the new Global group and select the Save button.
Modifying a Global Group
To add a new User to a Global group, you will need to modify an existing one. Select the Global group from the left-hand pane.
In the Members tab, select the User from the Available User list and click 
to add that user.
User List
The User list displays the Aproove Users (active and disabled). From this list, you can search, modify and delete existing users.
Additional functions available in this view are:
Add User
To add a user to Aproove, navigate to "Add user". The username and password fields need to be completed before creating the user. It is recommended that the name, email address, language, and timezone fields are also completed so the user can receive email task notifications with localized information.
Features
Management
Options
The option rights are defined as follows:
Global project settings
The Global project settings are defined as follows:
Notifications
The user notifications can be preset for a user, otherwise, a user can change these settings in their preferences after logging into the User Interface Dashboard. The system notifications tab is now deprecated. For additional information, please see Notifications & Templates - Basic Configuration.
Roles
A "Role" is simply a predefined set of permissions that can be used as a template when assigning permissions. The role itself does not provide access to a user or a guest but allows the administrator to quickly assign a set of permissions when configuring the Aproove system. Please note a role only applies permissions as they are at the time they are assigned. If a role is updated after it is assigned to a user, it will not update that user.
To create a new role, type the name of the role and then select the Add button. To configure a newly created role or to modify an existing one, select it from the pulldown list. Along with the role containing user rights, you can update the order you would like the role to appear in the pulldown list when assigning it and also configure the label for all of the languages on your system.
The Approvals, Features, and Management tabs are used to configure the user rights that will be assigned with the role. These rights are defined in the User Rights Matrix.
The metadata keys tab lists the metadata keys that are configured in the system. These can be assigned to a user and this will make them available in the User Interface Dashboard.
See the Metadata & Forms section for additional information.
Note tags can be assigned in the Note tags tab. For these to be available in the Portal UI, these tags will also need to be assigned to the Team that the user is a member of.
Default note tags can be assigned in the Default note tags tab. For these to be available to the user in the Portal UI, these tags will also need to be assigned to the Team that the user is a member of.
Global Groups
Global groups are groups that are used to assign permissions. Users can be members of multiple groups and the permissions granted by them are additive. An example of this in practice would be a standard global group that assigns basic functions in the system and a separate admin global group that includes just the admin level permissions. A user assigned to only the standard global group would just have the basic functions, a user assigned to both groups would have the basic functions along with the admin level permissions.
An alternative is to use global groups to assign users to schemas. When you configure a global group, you can specify that each user that is part of that global group should be added to a schema using a pre-defined set of permissions. The set of permissions, in this case, would be a role. Each global group can add users to one or many schemas.
Adding a Global Group
To add a Global group, select the 'Add a group' button at the bottom of the 'Global groups' tab in Users & groups.
Name the new Global group and select the Save button.
Modifying a Global Group
To modify a Global group, first select it from the left-hand pane so it displays on the right side of the window.
Members: select from the list of available users and then move them to the assigned users on the right to make them members of the Global group. If you wish to remove them from the assigned users, just highlight them and move them back to the available users list.
Rights: used for assigning the Admin rights and User Interface Dashboard menu access by using a checkmark to select which rights you would like to assign.
The definitions for the Admin rights are below.
The Dashboard menu access options enable these features in the User Interface Dashboard. If an option is unchecked it will not show up in the Dashboard.
Quick note: a Quick note is a XXX. To assign one, just move it from the Available list on the left to the Assigned list on the right.
Tasks: lists all available tasks in the system. To assign one, just move it from the available list on the left to the Assigned list on the right.
For more information on Tasks, see Tasks & Decision Buttons - Basic Setup.
The task will become available in the User Interface Dashboard as an Instant Share task to all users in the Global group.
Project type: lists all available project types in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.
For more information on Project types, see Project Types - Basic Setup.
The project will become available in the Project type dropdown of the Project Creation Wizard for all users in the Global group.
Tree: lists all available trees in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right. The tree, and all projects within it, will become available to all users in the Global group.
For more information on Tasks, see Project Trees - Setup.
Reminder: lists all available reminder policies in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.
For more information on Reminders, see the Workflow → Reminder policies section.
Workflow: lists all available workflows in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right. What does assigning a workflow enable for users?
For more information on Workflows, see Workflow Setup & Options - Basic Setup.
Schemas: lists all available schemas in the system. To assign one, start by selecting the appropriate Role, then move the schema from the Available list on the left to the Assigned list on the right.
For more information on Schemas, see Schemas - Basic Configuration.
Reporting: lists all available custom reports in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.
Note: Custom reports is a separate Aproove module that requires an additional license to enable it as well as development work to set up the report.
The report will become available in the User Interface Dashboard to all users in the Global group.
