User

The User DocType is the fundamental element of the Users Module, representing individual users within the TechMaju system. It holds all relevant information about a person and their interaction with the platform, such as login credentials, roles, permissions, and personal preferences.

Understanding the User DocType

Purpose: To maintain a comprehensive record of all individuals who access TechMaju.

Function: Ensures proper access control, personalization, and security.

Role Required

• System Manager

Step-by-Step Instructions for Using the User DocType

Creating a New User

Using the Quick Add Form

1. Initiate User Creation:

   • Click on the '+Add User' button from the user list to open the New User pop-up form.

2. Complete Basic Information:

   • Email: Enter the user's email address. This is a mandatory field as it serves as the primary identifier for the user.

   • First Name: Provide the user's first name, which is also a mandatory field.

   • Role Profile (optional): If a role profile is already established, you can select it here to apply a predefined set of permissions and roles. This is optional at this point and can be set later.

3. Save or Edit Further:

   • To quickly add the user with just the mandatory fields, click the 'Save' button.

   • If you need to enter additional details, select 'Edit Full Form' to access the complete user profile form.

Completing the User Profile

1. Access the Full User Form (if 'Edit Full Form' was selected):

   
   

   • You will be directed to the full user profile form where you can enter detailed information across various tabs.

2. User Details Tab:

   • Fill in any additional information necessary for the user's profile.

   • Customize user-specific settings such as Language, Time Zone, and whether to send the user a Welcome Email.

3. Roles & Permissions Tab:

   
   

   • After the initial save, you can either assign a Role Profile or specific Roles to the user but not both.

     More about Role Profile → More about Roles →

   • If a Role Profile is assigned to a user, it will automatically dictate the roles that the user has, based on the predefined set of roles included within that profile.

   • Once a Role Profile is assigned, individual roles cannot be added or removed. The system is designed to ensure that the integrity of the Role Profile is maintained.

   • If specific, customized roles need to be assigned to a user, the Role Profile should not be used. Instead, individual roles should be manually assigned to that user’s account.

   • Module Profile assignment follows the same rules as Role Profile. Once a Module Profile is assigned, individual modules cannot be added or removed. To assign individual modules, 'Module Profile' field should be empty.

     More about Module Profile →

4. More Information Tab:

   • Optionally, fill in demographic and personal information in the More Information tab.

5. Settings Tab:

   
   

   Customize user-specific settings that can enhance the user's experience.

   • Desk Settings: Mute Sounds, Desk Theme, and Banner Image.

   • Change Password: Set a password manually if needed by entering the new password in 'Set New Password' field. Note that this option is only available after the initial save of the new user record. Forcing log out after changing the password can be done by checking on the 'Logout From All Devices After Changing Password' checkbox.

   • Document Follow: Enable 'Send Notifications For Documents Followed By Me' to receive notifications on the documents that you follow.

   • Email: configure email signature, notifications for email threads or emails sent out from the system, allow in mentions, and allow users to link additional email accounts to their profile.

   • Security Settings: Simultaneous Sessions, Login After, Login Before, Restrict IP, User Type, Last Active, Last Login, and Last IP.

   • Third Party Authentication: Managing third-party authentication

   • API Access: Setting API access

6. Finalize the User Profile:

   • Save all changes to complete the user creation process.

Deactivating/Reactivating a User

1. Select the User: From the User List, choose the user who needs to be deactivated or reactivated.

2. Deactivate/Reactivate Account: Deselect/Select the 'Enable' check box to change the user's status to inactive/active respectively.

3. Save: Save the changes to finalize the change.

These steps provide a foundational understanding of managing individual user profiles within the User DocType of TechMaju. Following these procedures ensures that each user is correctly set up with the access and tools they need, adhering to the organization's policies and preserving the security of the platform.