User Accounts

You can manage Users and User Groups from User Accounts Master. Different topics in managing users and user groups are discussed in the following sections. They are mentioned in the following navigation table.

To	See
Open User Master Window	Opening User Master Window
Enter User Details	Entering Basic and Advanced User Details
Assign Project to a User	Assigning Projects to a User
Select Roles for the User	Selecting Roles for the User
Define User Settings	Defining User Settings
Define windows authentication settings	Defining windows authentication settings
Remove a User	Deleting a User
Manager User and User Group Creation	Managing User and User Group Creation
System User Operations	Operation carried out by system user

Opening User Master window

To open user master window

To add a new user

Entering basic and advanced user details

Enter the following mandatory details in the window.

Basic Details (Mandatory)

#	Property	Description
1	LOGIN NAME	This is the unique identification using which a user can log into WRENCH. The login name can be alphabets, numbers or a combination of these (alphanumeric characters.) If the login name specified is that of an active or disabled user saving the account is not permitted and a warning message is displayed.
2	USER NAME	The name of the user for whom account is being created.
3	DESIGNATION	Enter a designation or official name for the user being created.
4	DISCIPLINE	Select a discipline from the drop-down list. Pre-defined list of disciplines are available.
5	ORIGIN	Specify the category to which the user belongs from a drop-down list. You can select from Internal, Customer, Other Unit and Vendor.

Click Set Password button next to LOGIN NAME to set a password for the user. Set Password box is displayed.
Enter a Password and re-enter the password to confirm.

NOTE: When a user account is created, if there is no password specified, but if an email address is specified, a temporary password is created automatically. When the email address and passwords are not specified, if the setting �Enforce strong password� is ON, user creation is aborted, and a warning message is displayed.

Figure: Set Password window

Enter details like EMAIL ID, MOBILE, PHONE and FAX.

Advance Details

Enter the following Advanced Details.

#	Property	Description
1	STAFF CODE	Enter the unique staff code assigned to this user.
2	INITIAL	Enter a unique initial to identify the user.
3	NATIONALITY	Enter the nationality. Nationality is the country to which the user belongs to.
4	INTERNAL COST/HOUR ($)	Click the hyperlink Details to enter the hourly cost for the user. On clicking Details, Resource Internal Cost Details window is displayed. In the window click Add. Add Internal Cost Details window is displayed. Figure: Resource Internal Cost Details window Enter the date from which the rate will be in effect and the Internal Cost Per Hour and click OK. Entered details are saved.
5	CITY	Enter the city to which the user belongs to.
6	ADDRESS	Enter the address of the user.
7	PIN	Enter the pin number of the city.

After entering basic and advanced details click Save.

NOTE: Once the user account is successfully created, if there is an email address for the user, a notification mail is sent to the user informing about the account creation and the password.

User Groups window is displayed.

Figure: Add New User window

Groups already created is displayed here. Select a User Group for the user by selecting the checkbox next the user group displayed in the window and click Save. The selected group will be the primary group of the user. Also, a new group can be created.
Click New Group to create a User Group. New Group window is displayed.

Figure: New Group window

Enter a Group Name.
Select the checkbox next to Project Manager's Group, if the users in the specified group are to be specified as Project Managers.
Click OK. Saved Successfully message is displayed.
Select the checkbox next the group created and, in the toolbar, click Save.
If mandatory custom properties are assigned to the User Origin, User Custom Property Details window will be displayed. Update values for the custom properties and click Save
User Created Successfully message is displayed. Click OK to continue.

Details of the created user is displayed in the window. Option to define User Settings, and assign the user to a project and role will be available in the window.

Figure: User Details window

Assigning Project to the user

Project can be assigned to a user.

To assign user to a Project

Selecting roles for the user

Users may be member of multiple groups, but their roles in different project may vary. Role of the user in different Projects can be defined if multiple Projects are assigned to a User.

To define roles in a Project

Defining User Settings

In addition to basic and advanced user details, additional settings can be defined for a user.

To define user settings

Defining windows authentication settings

The tedious task of maintaining multiple passwords; one for windows login and another for logging in to WRENCH is avoided by making use of this facility.

To define windows authentication settings

Deleting a User

While creating a user from User Master there are chances of error occurring in user name or login name. It is possible to delete a user account before it is active.

To delete a user

Disabling Users

Personal details of a user like (Email id, Address, Mobile number, Nationality, Signature, Image) are stored in the system. Under GDPR guidelines, data controllers and processors are obliged to remove all personal data after the end of services, or on expiry of a contract or agreement. To implement this, a provision to remove personal details is available in SmartProject. This will help to remove the personal information of a user permanently from databases and backups.

To remove data permanently

After selecting a user from User Master, in the tool bar click Disable.

A message Do you want to Disable the selected User is displayed. In the message box if the checkbox next to the option Permanently remove user’s profile details is selected, on clicking YES user details are permanently removed from the system.

NOTE: When administrator enables a disabled user, and if the checkbox next to Permanently remove user�s profile details is selected while disabling, user will be enabled without any personal date. Administrator needs to provide all the personal data.

Managing disabled users

When a resource resigns from the organization or validity of contract user expires, administrator needs to disable the user from the user master. By doing so, the status of the users will change to ‘Disabled’ but they are still displayed in user master. For an organization which has been using smart project for a long period, there may be handful of users who were disabled, but are still displayed in user master. This results in filtering the active users from the disabled users difficult. Hence, a facility to filter the disabled users, and to delete such users is provided.

To manage disabled users

In the User Master toolbar click Show Disabled User.

Disabled Users window is displayed.

Figure: Disabled Users

All the users that are disabled will be displayed here.

To delete a disabled user

To enable a disabled user

Exporting user list

There are scenarios where a project manager needs to see the list of users under a specific group like Reviewers. In such cases, the project manager makes a request to the administrator to generate an excel file with details of the users. Hence, a facility to export the users list from the user master is available

To export user list

Managing User and User Group creation in master

Rights permitted to different roles to manage Users and User Group are mentioned in the following table.

Role	Scenario	User Master	User Group
Admin User		Create New User Edit User Enable/Disable Assign User to a Group	Create new group Edit group Manage Users Manage Group admins Manage Calendars
Admin Group User		Create New User Edit User Enable/Disable Assign User to a Group	Create new group Edit group Manage Users Manage Group admins Manage Calendars
Group Admin	With permissions Without permissions	Create New User Edit User Enable/Disable Assign User to a Group (In which logged in User is a Group Admin or Groups without Group Admins) No Action can be performed	Manage Users (In which logged in User is a Group Admin or Groups without Group Admins) Manage Calendars (In which logged in User is a Group Admin or Groups without Group Admins) No Action can be performed
User with Permissions	With permissions	Create New User Edit User Enable/Disable Assign User to a Group (Groups without Group Admins)	Manage Users (Groups without Group Admins) Manage Calendars (Groups without Group Admins)

Currently, the system assigns the creator of a user group as "Group Admin". From this build version creator of user group is not assigned as Group Admin.

System User

The SYSTEM user will have permissions to perform all operations expect log in. Log In permission is denied for the SYSTEM user due to security reasons. It can be used only for performance internal operations when required automatically. When a user attempt to login using the ‘SYSTEM’ account, the operation is aborted with an alert shown below.

While accessing the document links, instead of using credentials of guest user, system will use ‘SYSTEM’ user’s credentials to retrieve the files.

#	Setting	Description
1	Notification Calendar	A notification calendar may be assigned to a user. Click the browse button to select from a pre-defined list of calendars. Once a calendar is assigned to a user escalation mails are sent to the user based on the settings in the calendar.
2	Default Check Out Path	Enter a default checkout path.
3	Default Server	Select the default server from a drop-down list. Once a server is assigned as default for a User, login will be permitted only to this server.
4	Windows Authentication Settings	Defining windows authentication settings permits a user to Access the network externally with a valid windows login and MAC ID. Access WRENCH from an external domain without a valid user name and MAC ID in the host domain. Access WRENCH internally if windows authentication is enabled in the server. Restrict unauthorized usage of other user's WRENCH login details. The tedious task of maintaining multiple passwords; one for windows login and another for logging in to WRENCH is avoided by making use of this facility. For more information on Windows Authentication Settings refer Defining Windows Authentication Settings.
5	Signature File	Click the browse button to select a signature file. The signature file for the respective users needs to be added in the user master. If the signature file does not confirm with the specifications, a message �Signature file size to be less than 30 Kb and dimensions less than 230 X 50 (Width X height in pixels)� is to be provided to the user.
6	Email Signature	The signature file for the respective users needs to be added in the user master. Click the browse button to select a signature file from the location where it is stored.
7	Created By	Name of the user who created the user account is displayed here.
8	Created On	Date on which the account was created is displayed here.
9	user valid from	Select the date from which the user account is valid.
10	user valid to	Select the date up to which the user account is valid.
11	with effect from	Select the date from which the time sheet entry will be effective.

#	Setting	Description
1	disable user	If "Disable User" is selected the disabled user will not be able to perform operations related to Projects, WBS, Documents, Change Request, Change Note, Minutes of Meeting, Transmittal or Work Flow. The disabled user is also not listed in any of the Master entries. NOTE: Even if there are works pending in the user’s workspace, you can disable the selected user. You can reassign the activities of this user to another resource in the workflow.
2	VIP user	Once you select the check box next to this option. when the user logs in, if the number of active users exceeds the number of licence's allowed, any user logged in with the maximum idle time will be logged off to allow the VIP User to log in.
3	access to default server only	Once you select the checkbox next to his option, login will be permitted to default server only.
4	deny external mail	If " Deny External Mail" is selected, notifications are not sent to the External Mail Id irrespective of whether or not " External mail Id" is configured in the Personal Preference.
5	deny external url access	If the setting is selected for a user, then the user will not be able to access WRENCH using the external URL configured in Server Config i.e., access to WRENCH will be permitted only using the internal URL for such users. Once the user enters the log in name, a warning message Access from public network is denied is displayed.
6	deny sms notifications	If this setting is selected, sending SMS notifications to the user will be restricted.
7	enable project security	If "Enable project security" setting is selected, the user can view ONLY those project details associated with a specific project in which he/she is the assigned project resource. In addition to this the user will be able to view the Documents added by the user. The Project independent Documents can be viewed in Document Search. NOTE: Checkbox next to Show Project Independent Documents option is enabled only if "Enable Project Security" option is selected.
8	show project independent document	If this option is selected user will have access to documents that are not part of the Project.