Who is this article for?

Administrators who want to learn to configure users in Ideagen Mazlan Home.

Administrator permissions are required.

User management for Ideagen products begins in Mazlan Home, where tenant administrators create users, and continues in Please Review, where administrators configure roles and workgroups.

Understanding the user configuration process

User configuration involves two distinct steps across two systems:

• Mazlan Home: Create and manage user accounts for all Ideagen products
• Please Review: Configure roles and workgroup assignments specific to Please Review

Note: By default, all users created in Mazlan Home receive the Reviewer role and are assigned to the Root workgroup. You can modify these settings in Please Review.

Creating users in Mazlan Home

To create users in Mazlan Home:

1. Log in to Mazlan Home as a tenant administrator.
2. Navigate to the Admin Console.
3. Follow the detailed instructions in the Mazlan Home knowledge base article: Creating, editing, and deleting users.

Locating users in Please Review

To locate existing users:

1. Select the Admin tab from the top menu.

2. Click Users under Admin on the left-hand menu.
3. Follow the on-screen instructions to search for users.

Located users appear below the search box, where you can select them for editing.

Editing user details

To edit a user:

1. Locate the user using the search function.
2. Select the user from the results list.

The Edit User Details screen displays the following key fields:

• Is User Enabled: Deselecting this box deactivates the user and prevents them from logging in. Deactivated users are not displayed in the application, and where there is an option to include them, they are highlighted as inactive
• Home Workgroup: Represents the user's place in the organisation hierarchy
• Maximum Role: Specifies the maximum role that a Workgroup Administrator can set when adding this user to a workgroup. If set to 'N/A', there is no restriction
• Notes: Can be edited by both the System Administrator and the Workgroup Administrator if system configuration allows

Important: Only set Maximum Role to something other than 'N/A' if Please Review is being used as a formal training environment.

Understanding additional user settings

The Edit User Details screen provides several additional features:

• User Types: System Administrators can define user types to specify which functionality is available to a specific user within a review. See User Types for more information
• No Workgroup Focus: The user is not being edited in respect of a specific workgroup in this screen
• External Authentication: If Please Review is configured for external authentication that does not synchronise users automatically (such as SAML2), an edit link appears next to the login name. You can add or edit authentication details via this link
• Multiple Authentication Methods: If multiple authentication methods are enabled for a user, a '(+x)' appears next to the login name, where 'x' indicates the number of other authentication methods defined for that user

Configuring workgroup roles

To configure a user's workgroup roles:

1. From the Edit User Details screen, click the Workgroups button.

The workgroups screen displays all workgroups on the system. You can set the user's role in each workgroup using the dropdown menu. If the field is blank, the user is not currently in that workgroup.

Monitor settings:

• If the checkbox under the Monitor column is checked, the user will be a Monitor in that workgroup
• To create a Monitor that does not count against the license, select 'Monitor only' as the workgroup role
• If you select 'Monitor only', the monitor checkbox is automatically checked
• If you select blank as the role, the monitor checkbox is cleared
• If 'Monitor only' or blank is selected and you click the checkbox, the dropdown automatically flips between 'Monitor only' and blank
• If any other role is selected, you can check and uncheck the checkbox as appropriate without affecting the dropdown

Delegator settings:

• If the checkbox under the Delegator column is checked, the user will be a Delegator in that workgroup

Please refer to Introduction to Workgroups for more information about workgroup configuration.