As well as holding the usual information that you would expect a user account to hold, such as first name, last name, email address etc, a Hornbill user account is also where you can manage a users security roles, site and group associations, registered mobile devices, and Workspace membership. Full Users and Basic users posses Hornbill user accounts i.e. those that are internal to your organization who will interact with Hornbill, either by using the main Hornbill user app or via the Service Portal.
This is the fundamental user account information and is where you can view and manage the specific properties of a user (such as first name, last name, email address etc), set the security roles,and regional settings.
A user has the ability to manage these properties independently of the system administrator via "My Profile". The majority of the properties are self explanatory but the less intuitive ones are described below:
- User ID
- The user ID is the primary key of a Hornbill user account and is used to build all the associations to other records in the database. It must be unique to a user account. Once created it cannot be changed.
- Logon ID
- The Logon ID is used when a user logs into Hornbill when prompted to provide a username and password. This also has an important part to play in the Single Sign On mechanism. The Logon ID must be unique to a user account. The Login ID can be edited or changed at any time.
- Employee ID
- This field is designed to store the unique value by which an employee might be identified within your Organisation. This might be a HR reference, Employee Number, or Payroll Number. This field can be referenced in business processes to lookup a user. The Employee ID must be unique to a user account and it can be edited or changed at any time.
- A users handle is displayed in various places when the user interacts with the applications installed on the Hornbill Platform. This could be a nickname or a preferred name however many organisations opt for a "first name" + "last name" approach.
- Hornbill offers the ability for a user to set their Availability Status via the "My Profile" page along with a supporting message. This will be displayed to other Hornbill users when they search for this user.
- Each Hornbill Account is subject to an "User Status". This may be "active", "Suspended" or "Archived". Suspended or Archived user accounts do not consume your subscription allocation.
In this section you can associate a user to a site and specify the country in which they are located. A user has the ability to manage these properties independently of the system administrator via "My Profile". The site field is driven by a drop-down menu which is driven by the list of sites that you configure in Hornbill. If this is empty it will mean that you have not yet configured any sites. More information on creating sites in Hornbill can be found here: Sites.
It is only possible to associate a user to a single site i.e. it is a one-to-one relationship.
The regional settings specify the various regional properties for a user. These settings influence how a user is presented with region-specific information in the Hornbill user interface i.e. the date and time formats will influence how a user sees date and time values in Workspaces, Requests, and throughout the various other applications installed on the Hornbill Platform. A user has the ability to manage these properties independently of the System Administrator via "My Profile".
This is where you associate the required Security Roles to a user. The range of Security roles a user possess will dictate which applications, and also the specific areas of those applications, a user can access and use. More information on Roles can be found here: User Roles
A System administrator can reset the password on behalf of the user. If Single Sign On is in use, the password set here is not relevant as any authentication will be done via your identity provider based on the contents of your directory.
Hornbill has a range of system settings that allow you to set a password policy i.e. you can set certain criteria which enforces the format of a password such as a minimum length. Password Policy Settings can be found in Home > System > Settings > Advanced. Using the following string in the search filter will provide you with the available password policy settings: security.user.passwordPolicy
Extended User Properties (About)
The "About" section is a continuation of the Users Basic Information and allows you to manage extended properties that complete a users Profile. A user has the ability to manage these properties independently of the System Administrator via "My Profile".
The properties are self explanatory but there is one field that can add value to your Hornbill experience:
- Manager - Fundamentally, this field makes an association with another Hornbill user account. When a manager is specified it means that certain functionality within the Hornbill apps can be leveraged. To name one example; it is possible to set a variable in Business Process to automatically assign authorisation tasks to an individual manager.
Integrating into Hornbill (API Keys)
An API key is typically used in conjunction with one of Hornbill's import utilities to avoid the need to specify passwords in configuration files that will be located outside of Hornbill. Each of the Hornbill import utilities must perform their actions in the context of a user account and in order to do this an API key must be created.
It is good practice to create and use API keys in conjunction with bespoke development work and integration with other systems that involves information being passed into your Hornbill instance from these other systems. An API key will also be used by Hornbill Customer Success team when assisting with support requests if investigation requires access to a Hornbill instance.
See the page API Keys for information on how to create an API key.
Registered Mobile Devices (Devices)
Any devices that a user has registered will be listed in this tab. While a system administrator is currently unable to register a device on behalf of a user, the System Administrator has the power to de-register the device if the user has left the organisation or the device has been reallocated.
Hornbill Group Membership (Organisations)
Here it is possible to view the Hornbill groups that a user is currently associated to and if necessary associate the user to more groups. Information on Hornbill Groups can be found here: Organisation Structure (Groups).
A user can be a member of multiple groups i.e. it is a one-to-many relationship.
A user can also be assigned a primary/home organisation. When in the Organisation tab you can select an organisation of type "Company" and on doing so the button to "Set Home organisation" will enable. Click on this button will set the selected organisation as the user primary/home organisation. . This can be useful when you need to report on users that belong to a certain "Home Organisation". In the future some apps may use the users assigned home organisation to provide "application" functionality (In this case please refer to the application wiki you are interested in).
Workspace Ownership (Workspaces)
When Collaborating via the Hornbill Platform, a user may create many Workspaces. This tab allows a system administrator to view the Workspaces that the user has created and if necessary re-assign ownership.