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Create and manage users

Context​

Managing access and identities of users connected to the Avanteam application.

Prerequisites​

Prerequisites

Access to administration functions requires being connected with an account that has Administration Rights and positioning on the Administration navigation bar (main menu at the top of the screen).

Access​

Access to management is via Directory > Users. This interface allows you to manage the digital identity of each employee.

User list

Toolbar and List View​

The list displays the essential columns for management: Status (Enabled/Disabled), Unique identifier (Login), Name, Function and Email.

At the top of the list, you'll find the global commands:

  • Refresh : Refresh the list.
  • Create user: Opens a blank form.
  • Actions: Dropdown menu for bulk or specific operations:
    • Delete user: Permanent deletion.
    • Reset password: Sends a link or generates a new password.
    • Customization window: Allows you to choose the columns displayed in the grid.
    • Reset view: Returns to the default display.
  • Export: Data extraction to Excel or PDF.
  • Display: Change display density (Compact/Comfortable).
  • Search : Quick filter on all columns.

List Actions menu

User Profile Sections Details​

Opening a profile provides access to the following sections, classified by usage:

Identity​

User Form - Identity

  • Unique identifier: Username for login (often Windows login or email address).
  • Name: Full name as it will appear in the application.
  • Function: Title of the position held by the employee.
  • Email address: Email address for receiving notifications.
  • Photo / Signature: Click on the Camera icon to import or modify the profile image and electronic signature.

Connection information​

Accessible in the same main section as identity:

  • Account status: Switch to enable or disable access.
  • Connection type: Application (stored locally) or Network (SSO/Active Directory).
  • Other identifier: Secondary identifier used for LDAP synchronization.
  • Password changed on: Date of last password modification.
  • Change password: Button to force credential renewal.

Assignments​

Allows you to link the user to different structures and rights profiles. Use the + button to add an entry.

Assignments, Groups and Roles

  • Distribution group(s): Mailing lists for document distribution.
  • Member of: Hierarchical attachment to the service in the organizational chart.
  • Profile(s): Functional profiles (e.g., Administrator, Advanced User).
  • Role(s): Delegated roles for workflows (e.g., Validator, Purchaser).
  • Can administer company: Authorizes management of global settings for a company.
  • User Company: Main company attachment.

Delegations​

Essential for managing absences.

Delegation management

  • Delegations table: Lists active or past rights transfers.
  • + Add button: Allows you to designate a replacement for a given period for all or part of the applications.

Extended properties​

Located under delegations for specific customization needs.

  • Name / Value: Allows storage of additional information specific to your organization (e.g., Cost center, Language spoken).

Security (Manage rights)​

Defines access to technical administration tools and extended powers.

Security and Access Rights

  • Can access: Enables restricted access to administration.
  • Process Studio: Design rights on Forms, Workflows, Organization or Settings.
  • Security (Delegation right): "Can manage security" checkbox allowing the user to define other employees' rights themselves.
  • SyncTool: Authorizes control of synchronization tools.
  • Others: Access to ImportDoc module for data recovery.

Preferences and User Profile​

Users can customize their experience and access their personal tools via the profile menu (click on name/avatar in the top right).

User profile menu

  • Preferences : Opens the personal configuration window.
  • Manage password : Allows the user to modify their credentials.
  • Documentation : Direct link to online help.
  • Dark mode : Switch to instantly toggle between light and dark interface.
  • About : Displays the current version of Avanteam and legal information.
  • Logout : Secure session closure.

Preferences Window​

This is where the user's advanced settings are configured.

Preferences window

It consists of several tabs:

1. Preferences (General)​

  • Display language: Choice of interface language (French, English, etc.).
  • Email frequency: Defines whether notifications are sent in real-time ("Direct") or as a daily/weekly summary.
  • Display density: Allows choosing between "Comfortable" (more space) or "Compact" (more information on screen) display.
  • Profile picture: Interactive area to modify avatar.
Tip

"Change" action (Administrator Mode): Located at the top of the preferences window, the Change button allows an administrator to access any other user's preferences.

  • Condition: Accessible only to Admin, AdminDelegation or Application Administrator profiles.
  • Usage: This function is essential for configuring delegations for an absent employee or helping them remotely with their personal settings.

2. My access rights​

Summary of permissions granted to the user on different applications.

3. Delegations​

Shortcut to replacement management (identical to the tab in user profile).

4. Digitization​

Settings related to capture and scan tools (OCR, digitization profiles).

Tip

The "Manage rights" button: In the user list toolbar, you can access a summary view of authorizations to quickly verify and compare the actual rights of several employees simultaneously.