Who is this article for?

Administrators who manage persons or teams

Defined responsibilities and elevated access required.

Prior to an individual being able to access a particular area, both a User object and a Person object must be created for them. The User object encompasses information such as the user's username, email address, password, and the roles assigned to them. The User object is predefined with respect to the information it can contain and cannot be altered to include additional attributes. User Administrators manage these settings. 

It is frequently essential to monitor supplementary information regarding the User, such as their organizational affiliation, their manager's identity, the department to which they belong, and other relevant details. This can be achieved through a module, specifically the Person module. Unlike the User module, the Person module can be tailored with additional fields or enhanced with business logic. The type of information tracked in a Person module may vary from one customer to the next to accommodate specific personal information and details.

Person Objects

The User module has a unique connection to the Person module. A User object and a Person object always stay in sync with each other. 

• Creating a Person object first: Many customers have an automated interface to their system of record (SAP, Maximo, Active Directory). This interface creates User and Person objects, eliminating the need for manual creation of both objects. When a Person object is made inactive the User object is disabled.
• Creating a User object first: When a User object is created, it is necessary to also create a corresponding Person object. Please note that there is no direct shortcut for creating a Person object within the Users administration screen. You may either search for the Person object as you would for any other module object in the system or initiate the creation of a new Person object by selecting the Create New button. If the email addresses of both the Person object and the User object are identical, the system will establish a connection between the two objects once the Person object has been saved. 

Access to a Persons Object
Having the User Access Control Administrator or the User Administrator role doesn’t automatically allow an admin to create or modify Person objects. Custom configuration can restrict access using reporting authority and record access restrictions. In such cases, an additional subscriber defined administrative role with the appropriate RA, like a Person Data Administrator, would be required. 

Team Objects

Teams often change and need to be kept up to date. You can manage involvement in a Team through the Team Module. If the Team Module isn't available in your subscriber area, Teams can be managed via the Teams Admin Screen.

It's worth noting that updates on the Teams Administration Screen need to be done manually. On the other hand, the Team Module provides more flexibility, letting you manage Teams much like the Person Module. You can update or add Teams either manually or by synchronizing through an interface using data import or the REST API.

Business logic can be established to automatically enroll members in a Team when an aspect of their person's object changes. The Team module creates platform Teams automatically and keeps membership updated based on changes to the Team objects.

Admin Access
User Access Control Administrator or the User Administrator role does not automatically grant an admin the ability to create or modify Team objects. Reporting authority and record access restrictions may restrict access.