User Management

User Management

Access to user management

You can access user management from the Administration menu on the left-hand side of the screen .
  1. Select the “Users” submenu

Info
Access to these features requires Administrator permissions.

Principles and life cycle

A user is a natural person who has a role in your organisation and who may be an internal Collaborator or a Contractor.
A user does not necessarily have access to the Abraxio environment. It is already interesting to create users to reference them in the different Abraxio objects (sponsor of a Project, member of a Project team, etc.). Access can be granted at a later stage if desired.

User status:
  1. Referenced : the user can be referenced in Abraxio (sponsor, project manager, etc.) but does not have access to Abraxio. Minimal information is required (first name, last name and email). Please note, no email will be sent to a user who does not have access to Abraxio.
  2. Guest : an Abraxio subscription is assigned to the user, their authorizations are configured and an email has been sent inviting them to connect to Abraxio.
  3. Active : the user has connected to the Abraxio platform, their access is operational.
  4. Inactive : the user's account has been deactivated, they can no longer connect to the Abraxio platform, their subscription is released and can be reused by another person.

Creating a referenced user

In the Admin/Users module, click on the "+ Create" button at the top left of the screen.



Fill in the form that appears, then click Create.
      


At this point, you have created a user in the Referenced state. It does not have access to Abraxio but can be used in the application (sponsor of a project, responsible for a contract, etc.).
Idea
From Abraxio screens with user lists (sponsor selection, Project Manager selection, etc.), you can create new users on the fly without leaving the screen.
Notes
In Guest status, a user will never receive an email. This email is used as a uniqueness key and if this user later has access to abraxio, their login will be their email.

Creating a user with access to Abraxio

  1. Start by filling in the user details

              
  1. Assign a profile (Manager, Project Manager, Department, Collaborator or None) according to available subscriptions. This profile, associated with a subscription, will determine the possibilities of opening rights.
              
  1. Define the user's Abraxio display preferences: If you have subscribed to the Multi + option you can allow a user to access Abraxio in English.  

       



  1. Define the communications preferences: the communications preferences are initialised with the settings defined for your environment in Administration > Organisation > Preferences. You can then customise these settings for each named user: 


  1. Set permissions :
Two options are available :
  • From a role (default option) : the user's authorisations are those of the selected role (see article Role management)
  • Personalized : the authorisations are set up on the user

    • Management of "From a role" permissions

    If you select a role, the user's entitlements will be those defined in the role.
    The permissions associated with this role are hidden by default but it is possible to display them by clicking on the icon :


    All of the user's permissions are then displayed, in read-only mode because they are defined in the role. To hide them, click on the icon to the right of the role again:


    To edit role-managed entitlements:
    1. If all the permissions of the role need to be modified: you must modify the permissions on the role (the permissions will be modified for all users carrying this role),
    2. if only the named user needs special permissions: you can switch to the management of permissions in "Custom" mode (see below) and modify the permissions of the user concerned. If several users need to have these same permissions, it would be interesting to create a new role.
    Info
    See the full role document in the Role Management article : Role Management.

    Management of "Custom" permissions

    If you select the "Custom" management mode for permissions, you will be able to define all the persionne options for the user:
    1. Accessible modules: Click on the checkboxes to enable/disable access to modules
      1. By default, all possible modules for the profile are enabled. 
      2. Only modules that can be accessed through the user's subscription are offered
    2. Action scope : allows you to define the scope accessible in Consultation / Modification Creation / Deletion on each object
      1. Adjust the setting by selecting the desired option from the drop-down list when multiple choices are available.
      2. Enable/Disable the Create/Delete option
    3. Special permissions: additional options accessible by the user

    Create the user and click on the Send invitation button

      1. The user will receive an email inviting them to log in and define their password.
      2. The user's login is their email address
    Warning
    According to the Abraxio SaaS Terms and Conditions, subscriptions can only be assigned to natural persons. Associating a user with a generic mailbox is therefore prohibited.

    Modifying an email or username

    It is possible to modify the email address or username of an environment user. Rules apply depending on the user's status:
    1. Archived or Referred
    Email and username changes are possible without restriction.
    1. Guest
    If you change an invited user's email address, the link previously sent will be deactivated and a new invitation link will be automatically sent to the new address.
    The username of a guest user can be changed without restriction.
    1. Active
    If you change the email address of an active user, they will receive two emails :
    1. An email informing them of the change to their old address
    2. An email with a confirmation action required on their new address. Until they confirm the change via the email they receive, their access to the environment will be blocked.
    If an active user's username is changed, they will receive an email informing them of the change with the new username to be used the next time they log in.

    Details of access and permissions

    User permissions are managed in Abraxio according to 3 blocks of options:
    1 - Module access : each Abraxio subscription gives the possibility to access 1 or more modules in read and/or write. Depending on the subscription, some modules are not accessible to users or have restricted read-only access, for example.
    2 - Action scope : in each module, you can customize access to the module's data and to certain features such as creation/deletion.
    3 - Special permissions : several transversal options can be assigned per role or per user.

    1 - Module access

    For each Abraxio subscription, the modules available are as follows:

    2 - Action scope

    Within a module, the scope will restrict the visibility of objects. 3 levels are available:
    1. All: all objects will be accessible with the user's right level on the module (read-only/modify)
    2. Affected only: only objects assigned to the user will be accessible with the user's right level (read only/modify)
      1. Projects / Activities:
        1. Projects and Activities not assigned to the user will not be visible to the user.
        2. To be assigned to a project or activity, the user must have a role defined in the Project or Activity Team block (Manager, Sponsor, Portfolio Manager, Budget Manager or team member).
        3. The Edit scope is the same as the Consultation scope at this time.
      2. Budget lines :
        1. Sub-budgets not assigned to the user will be not visible.
        2. To be assigned to a Sub-budget, the user must be the Manager of the Sub-budget or a user explicitly designated in the Sub-budget edit popup.
        3. Invoice entry: Only budget lines from sub-budgets assigned to the user will be offered when entering invoices in the budget line selector.
        4. Bulk integration: users will only see invoices in their scope (Invoices assigned to them)
        5. DMS entry: All users with an "All" or "Assigned only" Change scope access the DMS entry, see all documents, and can allocate only to budget lines that they can edit.
      3. Collaborator:
        1. In “assigned only” mode, collaborators not assigned to the user will not be visible to them.
        2. To be assigned to a team, you must be designated as the team's Manager.
    3. None: access to the associated module is not authorised.
    In addition:
    1. Create/Delete: Yes/No, opens create/delete rights to the object. Deletion only affects objects within the user's write scope.
    2. Teams:
      1. To create a team, it is necessary to have the Administrator profile.
    3. Suppliers:
      1. Read and write are separated, and vendors and contracts are explicitly separated in the setup.
      2. We can therefore be in complete modification of suppliers without any visibility on contracts.
      3. Reading about contracts, on the other hand, requires at least reading about suppliers
    4. Documents:
      1. Users can add view documents on their accessible objects (see Document Management)
      2. The Management and Employee profiles cannot edit or add documents in the DMS.

    3 - Special permissions

    1. Excel export: if access to the module is authorised, this gives the right to export data from the module to Excel (export of suppliers, projects, budgets, etc.).
    2. Excel import : This right gives access to the mass data import functions.
    3. Administer budgets: this right gives access to advanced and structuring features in the Finance module: create/delete budget years, statements and simulations. It is recommended to assign this right to advanced users and to limit its access.
    4. Display salaries: in Abraxio, it is possible to fill in ADR (Average daily rate) or salary elements to value the cost of internal teams in budgets. As these elements are sensitive, they can only be displayed and valued in € by users with this right. For other users, the amounts will be hidden.
    5. Administrator: this right gives access to the Abraxio Administration module and in particular to the configuration, organisation and user management elements. In an Abraxio start-up phase, it is a good idea to give this right to Manager profiles so that they can set up their environment (configuration of analytical dimensions, Project Status reports, etc.). After this initialisation phase, it is advisable to restrict access to guarantee the stability and functional integrity of the environment.
    6. Buyer : this right allows a user to order Abraxio subscriptions.

    Subscriptions management

    Your Abraxio subscription contains a set of subscriptions per profile. 
    These subscriptions are assigned to named users who have access rights to Abraxio.
    Info
    To view the details of your subscription, go to the Subscriptions tab in the Admin/Organisation menu.

    Alert
    Users in Guest or Active status consume subscriptions. When you deactivate a user, their subscription is released and can be used by someone else.

    On the user record and on the user "Overview" tab, you can see the available subscriptions that you can allocate  :
           
      

    If you need more subscriptions and you have Buyer rights, you can click on the "Order new subscriptions" button to send us your request. You can also write to us at subcriptions@abraxio.com.



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