Managing Users

Viewing Users

Viewing users requires the following permissions:

• Users: Role - Read
• Users: Groups - Read

To view users:

1. Click the View Users icon in the left-side navigation bar. The View Users list appears, displaying each user account in the system.
2. In the Search bar at the top of the list, enter any relevant characters to filter the list of users by name or role.
3. At the bottom of the list:
   1. Use the Rows per page to choose how many users to display per page.
   2. Use the page selector to navigate among page results.

Editing User Roles and Groups

Editing user roles and groups requires the following permissions:

• Users: Role - Write
• Users: Groups - Write

To edit a user's role or group:

1. Click the View Users icon in the left-side navigation bar. The View Users list appears, displaying each user account in the system.
2. Click any user row. A panel appears, displaying the details for the user.
3. Click the Edit button.
4. In the details panel, update the user information as needed:
   1. In the First Name field, enter a new first name for the user, if necessary.
   2. In the Last Name field, enter a new last name for the user, if necessary.
   3. From the Role menu, select a role for the user. A user can only hold one role.
   4. From the Groups menu, assign or remove the user from any desired groups. A user can belong to multiple groups.
5. When finished, click Update.

Disabling User Accounts

User accounts can be disabled by revoking their access, or by deleting the account entirely.

Removing Account Access

Removing an account's access requires the following permissions:

• Users: Role - Write
• Users: Groups - Write

If system references to a user should be maintained, instead of deleting a user account, a role can be created that has no permissions for any system function. This role can then be assigned to the target user. For more information about creating roles, see Creating Roles and Groups.

In addition, the user should be removed from any group assignments. For more information about removing group assignments, see Editing User Roles and Groups.

Deleting User Accounts

Warning

It is generally a best practice to deactivate a user rather than deleting their account.

Deleting user accounts requires the following permissions:

• Users: Account Delete - Write

Users with the appropriate permissions can delete other users from the system.

To delete a user:

1. Click the View Users icon in the left-side navigation bar. The View Users list appears, displaying each user account in the system.
2. Click any user row. A panel appears, displaying the details for the user.
3. Click the Delete button.

If a user is deleted from the system, Cogynt loses all reference to the user. Any objects that were associated with the deleted user will no longer reference them.

Example

After deleting a user in Workstation:

• Any collections assigned to the deleted user display "Unknown User".
• Any notes written by the deleted user display "Unknown User".
• Any notifications assigned to the deleted user no longer display.