Who is this article for?

Enterprise or Decani administrators who manage user accounts and person objects

User Administrator or User Access Control Administrator role is required.

This article is for administrators responsible for creating and maintaining user accounts and person objects. It covers the relationship between the two record types, how to create them and key considerations for access control.

Relationship between user accounts and person objects

A user account and a person object are two separate records that together make up a complete identity in the system.

• User account - A fixed platform object that stores login credentials (username, password), role assignments and SSO behaviors. User accounts control access to the system.
• Person object - A configurable module record that stores profile data such as name, job title, department, manager, location and reporting authority. Modules and workflows read from the person object to drive business logic and assignments.

The two records are linked by email address. When a person object is saved with the same primary email address as an existing user account, the platform automatically connects them.

Important

Creating a user account does not automatically create a person object. After creating a user, you must create the corresponding person object in the Person module. Until this is done, the user cannot be assigned workflow tasks or appear correctly in module data.

Creating a user account

To create a user account:

1. Navigate to the Users screen.
2. Click New in the toolbar.
   Alternatively, you can search for an existing user by filtering by the user's name or email.
3. Complete the required fields:
   • First name
   • Last name
   • Email address - This must match the email on the person object
   • Username
   • User type and preferred UI - Standard users should be set to Standard and Miramar respectively
   • Enabled status - Set this to On
4. Click Save.

After the new user has been saved in the system, add roles and reporting authority assignments under Active Roles. 

When creating or updating a user, you can also populate the following fields:

• contact information
• Hide Edit Profile: selected when an HR Interface controls profile updates
• account access settings, including:
  • Unlocking users after failed login attempts
  • Resetting passwords
• notification preferences
• single sign on (SSO) behaviors (SSO can be optionally enforced per user, but this is not recommended)
• IDP restrictions (commonly used for interface or system accounts)

Creating a person object

After creating the user account, you can create the person object.

To create a person object:

1. Navigate to the Person module.
2. Click Create New.
   Alternatively, search for an existing person.

Note

There is no direct shortcut from the Users administration screen.

3. Complete the required fields:
   • First name
   • Last name
   • Primary email address - This must match the user account email
   • Company name - This is to connect the reporting authority and control which data the person can access within the system

4. Complete additional fields as required by your organisation.
   Person object fields are configurable and may vary between subscriber areas.
5. Click Save.

Once saved, the system will establish the link between the person object and the user account based on the matching email address. The Username and User fields on the person object will populate automatically.

Note

Person object fields can be customized via the module builder. Fields such as department, manager, location and employee ID can be added or modified to reflect your organization’s structure.

Deactivating users

User accounts and person objects are managed independently. Changes to one do not automatically update the other, with the exception of the email-address link between the two records.

To deactivate a user, set the Enabled toggle to Off on the user account.

The person object remains active and can continue to be referenced in historical records. If the person object should also be marked inactive, update the Status field on the person record separately.

Note

If you use teams to manage workflow assignments, see our guide on managing teams to see how person objects relate to team membership.