Managing Users
Managing users for your IQ system consists of the following
tasks – the creation
of User IDs and passwords, assigning
access rights, copying user
Preferences and suspending
User IDs for inactive users.
In order to access IQ, each user must have a User ID
and password and must be identified as an active user of the system. Before
adding a new user to your system, you must decide which ID and password
that user will have. Each User ID must be unique and all User IDs should
follow the same format. The Security
Settings section on the System
Configuration Settings page allows you to establish the User ID
and password rules for your IQ system.
To create a User ID and password for a new IQ user:
Click the Admin
tab.
Click the Users
submenu link.
Select the Add
User action.
Complete fields on the New User record page.
Select the Save
and Close action.
The New User record page contains three panels: User, Security
and Status Log. The User
panel contains user and organizational information. The Security
panel is where security profiles
are selected for access to IQ modules. The Status
Log panel tracks every action that was taken with regard to the
user record. The information recorded includes the date and time of the
action, the user who performed the action, and the action (for example
any field changes to the record or security profiles).
The following fields are available on the User
panel of the New User page and
also on the User Record page,
which appears when you edit an existing User ID.
Domain
Name and Login ID –
Enter the ID in uppercase or lowercase. The user can type any case
when logging on. Follow your office practice such as first initial and
last name. An entry is required in this field and the minimum number of
characters can be set in your IQ System
Configuration Settings. If "Use
Domain Name With Login ID" is set to Yes
in System Configuration Settings,
then the Login IDs for all IQ users must be prefaced by the domain name,
for example: domain1\jsmith. This allows two different IQ users to have
the same login ID but belong to different domains. Note:
You can not use Login IDs that have been entered in the Forbidden
Log In Names field in your IQ System Configuration Settings.
IQ displays a red message, "This Login
ID cannot be used", at the top of the User record page if
you enter a forbidden log in name in this field and save the record.
Status
– The
status should remain Active for a new user. The other selection in this
field, Suspended, lets you suspend a User ID for an inactive
user. Note: You can not suspend
the QC user. When a User ID has been Suspended, it does not appear in the list of users
for searches, routing workflow, etc. and can no longer be used to log
into IQ. In addition, IQ will notify you if the suspended user is associated
with IMA Rules or Issue
Codes and provides the option to transfer them to another active IQ
user.
Displayed User Name
–
Enter the name, such as the user's first and last name, that will
appear in the user lists in IQ. The Displayed User Name is a required
field.
Password
–
Type your new password in the New
Password field. Note: If
you have a current password, it must be entered in the Current
Password field. You may type your password in uppercase or lowercase;
the user can type any case when logging on. The password appears as a
series of asterisks or dots depending on your operating
system.
Type the new password a second time in the Re-Enter
Password field to confirm the new password. The password is a required
field in order to save the User record. The minimum number and type of
characters allowed can be set in the Password
Rules section in your IQ System
Configuration Settings. Note:
Your password may not be the same as or contain your IQ login name, if
"Allow
a Users Login ID as Part of Their Password" is set to No
in System Configuration Settings.
Initials
–
Enter initials for the user. When the user prepares an outgoing
letter, these initials appear in the staff initials area of the printed
letter. Follow your office practice in using two or three initials in
uppercase or lowercase. An entry is required in this field.
License
Type –
This defaults to Full,
which is the standard license type for IQ. Select Limited
to create a "Limited Use License" user. When Limited
is selected, you must set Forward
Alerts to Yes and
enter a Forwarding
Address.
Groups
– Click
on the lookup icon and select one or more Group(s) from the list. Grouping
users with similar job functions allows you to assign mail, workflow,
run reports and set record security without having to select each User
ID individually.
Approval
Groups for this User –
Click in the Mail Form Letters, Mail Custom Letters and
Documents and select the Group
that is responsible for letter/document approval for this user.
Department –
Click in this field and select the
appropriate Department name from the list. Departments can be used in
IQ to set Record
Security for individual People, Mail, Document, Workflow and Board
records as well as for Notes and Attachments within a Workflow record.
Supervisor –
This field can be used to record the
name of the user's supervisor. This field is limited to 50 characters.
People ID –
Leave this field
blank when creating a new User and IQ will automatically create a new
People record for the user. If there is an existing People record in your
IQ database that you want to associate with this user, type the People
record ID in this field. IQ displays the text "IQ
User" for active users
and "Suspended
IQ User" for inactive users
on the People Search results and in the People Record.
Start
and Stop Dates –
The Start Date
is the date that the User ID was added to the IQ system. The Stop
Date is the date that the User ID will
expire.
Internal
User ID – The Internal User ID
is automatically assigned by the IQ System each time a new User ID is
created. This allows a user to change their Login ID
and/or Displayed User Name and
still have access to all of their existing mail records, workflows, etc.
Last
Updated The date in which the last
changes were made to the User record.
Self-Selected Act As Users
– This
field displays a list of IQ users that this user has given "act as"
rights to in the Act
As Setup in My IQ.
Administrator-Selected Act
As Users – This
field allows System Administrators to give additional IQ users "act
as" rights. For example, a System Administrator can grant themselves
act as rights to a user, so that they don't have to ask the user to do
it. Note: IQ automatically enters
the IQ user who creates the new user record in this field.
Outgoing Email From Address
List – Email
addresses entered into this field will appear in the From field drop-down
list in the Mail record in the IQ3 user interface and the Message record
in the IQ4 user interface for this IQ user. If this user has been granted
access to security lock #51 then the From field drop-down list in the
Mail record will contain a combined list of the email addresses entered
in this field along with the Default
From Email Address for Outgoing Email Address and
any additional e-mail addresses entered in the From
Email Address List for Outgoing Messages setting.
If this user has been granted access to security lock #67 then the From
field drop-down list in the Mail record for workflow related emails, will
contain a combined list of the email addresses entered in this field along
with the Default
Sender Address for Outgoing Extended Workflow messages and
any additional e-mail addresses entered in the From
Email Address List for Outgoing Extended Workflow Messages setting.
Forward Alerts –
Select Yes if you want Event, Mail, Discussion and
Workflow notification messages forwarded to the e-mail address entered
in the Forwarding Address field.
Select No
to receive notification message
alerts in IQ only. Note that
if you change this from No to Yes, any existing alerts in IQ will be forwarded
to the email address entered in the Forwarding Address field and they
will no longer appear on the Alerts
page in IQ. Select All if you would like to receive alerts in IQ
and to the Forwarding Address.
Note that IQ alerts are sent immediately and alerts sent to the Forwarding
Address are processed as a timed background
job.
Forwarding
Address –
Enter an e-mail address and select Yes
or All in the Forward
Alerts field to forward Event, Mail, Discussion and Workflow notification
messages to that address. If you would like to forward your IQ alerts
to multiple email addresses, enter each address separated by a comma or
semi-colon. For example, "john.smith@first.com, john.smith@second.com"
or "sally.smith@first.com; sally.smith@second.com". If you enter
an email address in this field you will not receive alert
messages in IQ unless you select All
for Forward Alerts. Note
that you must enter an e-mail address in this field if you want the ability
to forward incoming
e-mail messages to the IQ user from a Set record. IQ updates the associated
People record with the e-mail addresses that are entered in this field.
Exceptions –
The settings in this section can be
used to control which type of alerts (Background Job, Discussion, Document,
Event, Mail, Security or Workflow) you would like to forward to an email
address and which alerts you would like to receive in IQ. There is also
an option to turn off both IQ Alerts and the forwarding of alerts to an
email address for each alert type.
UI Default and Access –
This setting allows you to control
which User Interface the user will see when they log into Intranet Quorum
and when they click on the link in a Forwarded IQ Alert. This setting
defaults to the IQ4 User Interface when a new user record is created when
This
Account is for IQ3 use only is
set to No. Select IQ3 if you would like the user to
default to the IQ3 User Interface.