The user record

Manual — Users, groups and profiles · chapter 4 of 12

Click a user in the list to open the record. At the top are the photo (click it to change — up to 2 MB), the name, the login, the status (Active / Inactive, and Expired when the validity has passed) and the default profile; on the right, the Edit, Deactivate, Password and Delete buttons.

Figure 5. A user record, Details tab: Personal Data on the left; Organization, Dates and Signature on the right; at the end, the Security — Two-factor authentication block.

1. 1Actions: Edit, Deactivate (or Activate), Password and Delete.
2. 2The record tabs.
3. 3Default Profile — the profile the person starts with when signing in.
4. 4Default Site, with the Access to sub-sites badge (recursive assignment) or This site only.
5. 5Dates: last login, creation and the validity period.
6. 6Security — Two-factor authentication (chapter 6).

The tabs

Tab	What it shows	Shown to whoever has
Details	the personal data, the organization, the dates, the signature registered by the person and the security.	Read on Users
Location	the last position sent by the H2O app, on a map (or No location registered).	Edit on Users, on the user’s site
Profiles	the profile + site + recursive assignments (chapter 5).	Read on Profiles
Groups	the groups the person belongs to (chapter 5).	Read on Groups
Tickets	panels: tickets opened by the person (Requester), assigned to them (Technician), of their groups, tasks, priority and the Last 6 Months. Only the tickets you can see are counted.	Read on Tickets
Assets	the assets linked to the person.	Read on Computers
Documents	files attached to the user; Upload sends one, the icon downloads.	Read on Documents (upload: Create)
SST	the Occupational Safety record linked to the user (SST manual).	Workers right (SST)
History	the changes to the record — the changed field, the old value and the new one — with date and author.	Read on Logs / Audit

Editing the data

Edit replaces the Details tab with the form (the same as for registration, without the password). Differences from registration:

• Login can be changed, in Personal Data. The new login cannot belong to another account, active or in the trash: H2O refuses it with the same messages as in the registration (chapter 12).
• Notification e-mails: besides the main email, the person can receive notices at other addresses. Type the address and click Add; the X removes an additional one (the main one cannot be removed here).
• Default Profile and Default Site only offer the assignments the user already has. To give access to a new site, first add the assignment in the Profiles tab.
• Recursive is shown read only (Edit in the Profiles tab): recursive belongs to each assignment.
• The password is changed with the Password button (chapter 6).

Click Save. If you changed the Status or the validity dates, the person’s open session is re-evaluated at once (chapter 8).

Read only

The record opens read only — without Edit, Deactivate, Password and Delete, without the buttons of the Profiles and Groups tabs and without the Location tab — in two cases:

• your active profile does not have Edit on Users: the strip says Your profile does not have permission to edit users.;
• the header site is not the user’s default site (nor the Root): the strip says This user belongs to another site. Read-only mode. Switch the header site to the user’s site to edit.

Figure 6. The same record with Vila Nova Residential — Tower 1 in the header: the user belongs to the company, so the record opens Read only, with the yellow strip and without the Location tab.

1. 1The header site — different from the user’s default site.
2. 2Read only instead of the buttons.
3. 3The This user belongs to another site. Read-only mode. strip.

Tip

The Security block stays on the record of another site, with Reset MFA (user lost access) and Exempt this user from mandatory MFA: they only require the Edit right on Users.