Users

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Introduction

User accounts in Hornbill consist of two types, Application Users and Basic Users:

• Application Users (User Type = User) are those that can have access to the entire suite of Collaborative features and Business Applications you have installed on the Hornbill Platform. The level of access to each of the applications is controlled by the Roles that are associated to these User accounts. The number of Application User accounts is governed by your paid for Subscriptions. You will be allowed to create Application user accounts as long as you have enough subscriptions available.

• Basic Users (User Type = Basic) are people that are internal to your Organisation that will consume the content and Services that your Application Users deliver via the Hornbill Applications. Basic Users are restricted to accessing this content and services via the Hornbill Service Portal. As such, Basic Users do not require a Subscription, and the number allowed is unlimited.

When creating a User account in any of the ways outlined below, you will be asked to specify the User Type. If in future you wish to promote a Basic User account to an Application User account in order for them to take advantage of the Collaborative features and other Business Apps, this can be done quickly and easily via Hornbill Administration.

Managing User Accounts

User Accounts are created and managed via Hornbill Administration. To Create more Users, you will need to ensure your User account has the following roles associated:

• Admin Role - This role provides administrative functionality to the collaboration core and should only be granted to an administrator.

In the context of Instance Configuration, click the Users, Roles & Organisations menu item, then the Users option. You will be presented with the list of currently existing User Accounts.

1. Account Type filter - Select to view Application User accounts only, Basic User accounts only, or All User accounts.
2. Account Status filter - filter the list to see which accounts are Active, Suspended, or Archived.
3. Create New User button - Click to begin creating a single New User account
4. Account Management Actions Menu - Click the arrow to expose a drop down menu containing the available account management operations.
5. Login ID - Click to view the details of a specific User Account. The symbol indicates the status of the account. Hovering your cursor over the Login ID will display the current status.



Creating an Individual User Account

1. Click on Create New User located at the top right of the list
2. Supply the mandatory information in Basic Information
3. Change any regional settings as required
4. Under Security settings select the appropriate roles for that user
5. Click on 'Create User




Creating Multiple User Accounts via CSV Upload

When a large number of user accounts need to be created, a CSV file can be a quick and simple way to achieve this. A CSV template is provided which includes some of the standard fields that are required to create a new user account.

1. From the User list menu, select Upload Users action from the Account Management Actions drop down menu.
2. Click on the Download Template File button
3. Populate the CSV Template File with the users that you wish to upload
4. Click on the Select CSV File to Upload button
5. View and check upload results

The CSV template consists of the following fields:

• userId - The User Id should ideally be made up of alphanumeric characters although full stops (.) and underscores (_) are permissible. The User Id plays a key role in the database relationships so once it is created, it is not possible to amend. This is a mandatory field.
• name - This field will form the "Handle" for the User. This is what will be visible when posting to a Workspace or Request Timeline eg: "Harry Hornbill posted on Workspace Hornbill Collaboration Discussion". In this example, Harry Hornbill would be the Handle. This field can be amended at any time. This is a mandatory field so a value must be provided for the upload.
• password - The password which the User will use to log on to the Hornbill Platform. This is a mandatory field.
• firstName - The first name of the User. This is a mandatory field.
• lastName - The last name of the User. This is a mandatory field.
• jobTitle - The Users Job Title. This field is optional, and can be left blank.
• phone - The Users telephone number. This field is optional, and can be left blank.
• email - The email address of the User.This is a mandatory field.
• mobile - The mobile number of the User. This field is optional, and can be left blank.
• role - The Hornbill roles that this User requires to perform their day to day duties within Hornbill should be specified here. All those who will access the Platform require the "Collaboration Role" as a minimum. In addition, if they are a Support Desk Analyst, then they may also require the "Incident Management User" role. When specifying multiple roles in this field they should be separated by a colon (:). e.g. to associate the two roles mentioned here, the contents of the role field will look like: Collaboration Role:Incident Management User. If you wish to associate roles to Users later via the individual User accounts, then this field can be left blank.
• userType - The User Type is used to specify whether the User will be a Standard User (full platform access based on the Subscriptions) or a Basic User (access is restricted to the Hornbill Service Portal). If nothing is specified in this field, the User Type will default to Standard User.


If you plan on using a third party automation tool to generate the CSV, the case of the field headings is important. The CSV upload function is expecting the field headings in the following order and format: userId, name, password, firstName, lastName, jobTitle, phone, email, mobile, role, userType. If the headings are in any other form, out of sequence, or missing, the Upload will be unsuccessful.


Auto Provisioning via SSO

The creation of user accounts can be automated as part of the Single Sign-on (SSO) configuration.

1. Create User Template
2. Configure Single Sign-on
3. Define Auto Provisioning settings

User Profile

Basic Information

• User ID
• First Name
• Last Name
• Handle
• E-Mail
• Mobile
• Status

Regional Settings

• Language
• Time Zone
• Date/Time Format
• Date Format
• Time Format
• Currency Symbol

Security Settings

• Roles

Change Password

• Password
• Confirm Password
• Force Password Reset