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 for people who login in with a username and password. 

1. Creating a user

To create a new user:

1. Access the Admin Console.

2. Select User Management.
3. Click Create user.

4. Fill out all mandatory User details fields (indicated by a red asterisk).

5. Expand the Login details and Preferences sections.
6. Fill out all mandatory fields for these sections.

Username cannot be changed once set. Some apps require the username to be in email format. Consult the Ideagen team for details.

For external authentication, the username must match the user's preferred_username attribute in the External IDP setup, which could be an email or another identifier based on your organisation's IdP configuration.

7. 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.

8. Click Continue once you've confirmed all instances to assign.
   A success message will appear in the bottom left, confirming the user was created.

9. Review the instance summary.
10. Follow guidance to set up apps and instanced if needed.
11. 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.

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

   

    

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

   

5. Click Continue after confirming the instances to assign.
   A success message will appear in the bottom left, confirming the user was edited successfully.

6. Review the instance summary.
7. Follow guidance to set up apps and instanced if needed.
8. 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.

Further reading

• Importing and exporting users
• Configuring single sign-on (SSO) for Ideagen Hub
• Configuring welcome email settings
• Configuring default app instances for your organization