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Creating, editing and deleting users

By SueAnn See
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Who is this article for?

Administrators responsible for managing users in Ideagen Hub.

Admin Console access is required.

Before a user can log into Ideagen Hub, they need to have a user set up for them. You can add users individually or import users in bulk, depending on your processes.

This article shows you how you can create and edit individual user profiles.

1. Hub managed user fields

Within Ideagen Hub, you have the ability to manage the following user fields.

Item Description Valid values
First name User’s first name. 
  • Required and cannot be empty or null.
  • Maximum length is 64 characters
Last name User’s last name. 
  • Required and cannot be empty or null.
  • Maximum length is 64 characters
Job title User’s job title.  
  • Optional, can be blank.  
  • If populated, max length is 250 characters.
Mobile phone number User’s mobile number. 
  • Optional, can be blank
  • If populated, 
    • Must start with a plus sign (+) and country code
    • Hyphens and extensions (e.g., x123) are not supported
Assigned role User’s role(s) in Ideagen Hub. 
  • User - User with basic permissions
  • Manager - Reserved for future use with elevated permissions. Currently, with basic permissions similar to User
  • Support - Ideagen staff with similar access to Tenant Administrator
  • TenantAdministrator - Administrator for the Hub tenant
Authentication type User's authentication type. Defaults to Internal.
  • internal - Sign in with email/password or username/password
  • external - Sign in with Single Sign-On (SSO) via your corporate identity provider (IDP)
Protected user Indicates whether the user is protected from deletion.  Defaults to TRUE.
  • TRUE - User cannot be deleted from the system
  • FALSE - User can be deleted from the system
Active user User’s status. Defaults to Active.
  • Active - Enable the user. This may trigger a welcome email depending on your organization's communication settings
  • Inactive - Deactivate the user without deleting them
Username

User-friendly unique identifier. 

Following Release 5.2, username is used as the sign in identifier.
  • Required and cannot be empty or null. 
  • This value can only be added or deleted, not edited.

  • Minimum length of 1 characters. Maximum length of 128 characters.

  • No empty strings.

  • No whitespace characters (e.g. spaces, tabs, new lines, line breaks).

  • No control characters (e.g. non-printable ASCII characters like NULL, backspace, escape sequences, or formatting characters like direction marks).

Prior to Release 5.2.0 

  • Username must contain the same value as email in a valid email format. Email will be used as the login identifier.
  • When using external authentication type, username must match the attribute mapped to the email user pool attribute

Following Release 5.2.0

  • When using the external authentication type, Username must match the attribute mapped to the preferred_username user pool attribute. Email must match the email user pool attribute.
  • Some apps still require the username to be in email format for example, Workplace Training, Audit & Risk Management, Quality Management Professional, Policy Logic Assurance. Consult the Ideagen team for more details.
Email

Used as the contact address to send email notifications from Hub. Also used for Ideagen Luminate. 

 
  • Required and cannot be empty or null.
  • Prior to Release 5.2, email is used as the sign in identifier. If the email is updated, you will need to sign in using the updated email.
  • Following Release 5.2, changes to the email address will not affect sign in to Hub.
PreferredLanguage User’s preferred language. Defaults to English (UK) if blank. 
  • English (UK) is the only supported language currently.
TimeZone User’s preferred time zone.  
  • Select from list of valid timezones in the drop-down list.
ProductInstances

Indicates the apps and instances that the user should be assigned to. 

This setting indicates what gets displayed in Hub Shortcuts, My Apps. 

 

Following Release 6.0.0, you can select from a list of apps and instances displayed in the user interface.

Instances set as the default for your organisation are pre-selected to make things easier for you. However, you can still deselect them if you wish.

For more information, consult our article on configuring default app instances for your organisation.

You will not be able to manage custom attributes via the user interface. If you need to do so, please use the Import CSV. 

User fields that are unique to specific apps are not managed in Hub by design. You might need to visit the app-specific admin pages to complete the setup for each application.

2. Creating a user

To create a new user:

  1. Access the Admin Console.
  1. Select User Management.
  2. Click Create user.
  1. Fill out all mandatory User details fields (indicated by a red asterisk).
  1. Expand the Login details and Preferences sections.
  2. Fill out all mandatory fields for these sections.
  1. Click Continue to move on to assign instances to the user. 

Expand each app name to see available instances. Instances marked as Default are your organisation's preset options for easier new user setup.

Default instances are auto-selected for new users. Use the checkbox beside the app name to select/deselect all, or choose instances individually.

  1. Click Continue once you've confirmed all instances to assign.
    A success message will appear in the bottom left, confirming the user was created.
  1. Review the instance summary.
  2. Follow guidance to set up apps and instanced if needed.
  3. Click Done.

Once a user is successfully created and marked as Active, a welcome email may be sent depending on your organisation's settings. This email includes instructions for resetting their password and signing in to Hub.

2. Editing a user

To edit a user:

  1. You can use the Search option to look for a user by their Display Name or Username. Alternatively, you may use the Filter options to help find the user.


     

  2. Click the Pencil icon in the action menu.
    This will open the Edit User window.

  1. Make the required changes on the User details step (if any). Then click continue.

  2. Make the required changes on the Assign apps step (if any). 

  3. Click Continue after confirming the instances to assign.
    A success message will appear in the bottom left, confirming the user was edited successfully.
  1. Review the instance summary.
  2. Follow guidance to set up apps and instanced if needed.
  3. Click Done.

3. Deleting a user

Administrators can access all user account details and actions, including those of other Administrators. However, no user can delete their own account, even if they are an Administrator.

Administrators may delete a user if necessary, but this action is permanent and irreversible. Deleted users' history cannot be restored. For guidance, contact our Support team or consider deactivating the user's account instead.

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