User Page
When one navigates to the User page, one is provided with content and features related to managing user access.
Admin Console 'User' Page
User Page Features
The horizontal toolbar of the 'User' page includes the followings:
| Field | Description |
|---|---|
| Total users | Indicates the total number of users who received an invite to access and verify their Docwize account. |
| Invite User(s) | Clicking on this button brings up the pop-up dialog relevant to adding new users. |
| Export Users | Clicking on this button enables a user to export the list of users as a CVS file. |
| Groups | The drop-down menu enables one to sort users by a relevant group. |
| Status | The drop-down menu enables one to sort users by status (active or inactive). |
| Verified | The drop-down menu enables one to sort users by verification status (verified or unverified). |
| Search users | The search field enables one to search for a user by the relevant name or email address. |
Below the horizontal toolbar is a table with the following:
| Field | Description |
|---|---|
| Name | Indicates the name of a user. |
| Indicates the user’s email address. | |
| Active | Indicates whether the user is active. An active user has received an invite to access Docwize and is a billable user. |
| Verified | Indicates whether a user is verified. A verified user is one that has completed the verification steps to access the database. |
| Last Activity | Indicates when last the user was active on the database. |
| Groups | Indicates to which group(s) the user belongs. |
Managing Users: 'Settings' Dialog
There is a 'Settings' icon next to the name of the user(s) listed in the user register. Accessing this settings brings up a pop-up dialog which provides more detailed about a specific user’s access.
'Settings' Icon
'Settings' Dialog
The horizontal toolbar of the 'Settings' dialog includes the following:
| Field | Description |
|---|---|
| Details | Provides an overview of the user’s details. (See below for more detailed information.) |
| Permissions | The 'Permissions' page lists all possible permissions and provides information about the scope of permission of the relevant user. Permissions derived from Groups are greyed out, indicating that they are already granted to the user. Additional permissions may be granted on a user-level by selecting on the blank check-box next to the relevant permission(s). |
| Folders | Provides information about the folder(s) the user has access to. A list of all folders in the database are visible. A green row with a “+” icon indicates the user can access the folder(s). A red row with a ‘no entry’ icon indicate the user does not have access to the folder(s). |
| Dataviews | Provides information about the dataviews a user has access to. A list of all dataviews in the database are visible. A green row with a “+” icon indicates the user can access the dataview(s). A red row with a ‘no entry’ icon indicate the user does not have access to the dataview(s). |
| Projects | In instances where a database has project(s), this provides information about to which project(s) a user has access. |
'Settings' Dialog: 'Details' Section
| Field | Description |
|---|---|
| User Details | Includes the name, surname, email address and department of the relevant user. |
| Verified | Indicates whether the user has completed the verification process to access the database. |
| No delegation (default setting) | Enables a user to set up a temporary redirecting, or delegation, of actions requests to another user. This feature is helpful if/when a user is on leave. |
| Active | An orange check-box with a tick mark indicates the user is active. |
| Delete User | Indicates when last the user was active on the database. An active user has received an invite to access Docwize and is a billable user. |
| Groups | An orange check-box with a tick mark indicates to which of the possible group(s) the user has access. The user’s access to group(s) can be managed by clicking on the check-boxes. |
Delegating workflows & late escalation
The Delegate Workflows dialog lets administrators temporarily reroute workflow items assigned to a user and configure what should happen when that user’s action requests become overdue. This is helpful when a user is on leave or temporarily unavailable.
Delegating workflows
Use the top section of the dialog to activate delegation:
- Select User: Choose the delegate who will receive new workflow items while delegation is active.
- Active Until: Set the end date for delegation. On this date the system stops rerouting new workflow items.
- Apply to current workflows: When enabled, open workflow items already assigned to the user are also handed over to the delegate. When disabled, only new items created after saving are delegated.
When you save the dialog, the system updates the delegation record and reroutes workflow items accordingly. Removing delegation stops rerouting new items.
Default late escalation policy
Late escalation controls what happens when an action request assigned to the user becomes overdue. If configured, the system automatically creates a follow-up action request for a manager.
- Manager: Select the manager who should receive the follow-up action request. Leave this blank to disable escalation.
- Escalation action request: Choose which action request template should be used for the escalation (this determines the task name/behavior).
- Manager due in (days): Set how many days the manager has to complete the escalated request. Leave blank to use workflow defaults.
Late escalation policy overrides
Late escalation policy overrides let you define conditional overrides that apply only when their conditions match a workflow item (for example, based on document type or amount). These overrides are reusable across users.
- Manage escalation policies: Opens the policy editor where you can create, reuse, or delete a late escalation policy override.
- Link late escalation policy override: Attaches an existing late escalation policy override to the current user. Only linked overrides are evaluated for this user.
Each policy includes:
- Policy name / description: Helps other admins identify the rule’s purpose.
- Policy manager / escalation action / due in days: Optional late escalation settings applied when the policy matches.
- Policy conditions: A rule expression that decides when the policy should trigger delegation.