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Version: 16.0 (Preview)

User Management

The User Management page enables you to create, edit, and delete users, and assign user groups and system roles. Additionally, you can track administrative actions, provided the audit log is enabled. With its intuitive interface and powerful functionality, the User Management page empowers you to manage your team's user accounts efficiently and effectively, ensuring that they have the access they need to work productively within ADONIS.

Super Admin

During the installation of ADONIS, a user account is created automatically: The user Admin (with the starting password password) is a super user for administrating ADONIS. It has full access to all tool components and database contents. Its rights cannot be restricted.

Manage User Groups

ADONIS users are organised in user groups for better overview and access rights handling. Please note that ADONIS user groups do not directly contain the users, but reference them: the same user can be referenced from any number of user groups at the same time (and thus exist in them).

Create User Group

To create a user group:

  1. Go to the User Management page.

  2. In the Manage users pane on the left-hand side, find the user group you want to use as a starting point. To create a top level user group, select All users at the top. For a nested group, navigate to the parent group where you want to create a subgroup.

  3. To the right of the user group, click More, and then click Create user group.

  4. In the Enter name box, enter a name for your user group, and then click OK.

Adjust User Groups

User groups can be deleted, copied, pasted, and more:

  1. Go to the User Management page.

  2. In the Manage users pane on the left-hand side, find the user group you want to adjust.

  3. To the right of the user group, click More, and then select the option you want:

Manage Users

The following sections provide an overview of the most important functions for managing users.

Create User

To create a user:

  1. Go to the User Management page and click Create User.

  2. In the form on the left-hand side, fill out the account details:

    • Enter the name of the new user.

    • Enter and confirm the password.

    • Optionally, provide additional information such as the first name, last name and email address.

  3. In the areas on the right-hand side, assign user groups, system roles and more:

    • Under User groups, click Select and choose at least one user group to assign the user to.

    • Under Repository, click Select and choose at least one repository to assign as the user's working place to create and save content.

    • If you want this person to have access to features of the ADONIS web client (e.g. application scenarios, charts, release workflows etc.), under System roles, click Select and assign relevant system roles to the user.

    • If a scenario licence is in use, under Scenarios/Named users, click Select and assign relevant scenarios to the user to provide guaranteed.

  4. Choose additional settings based on the type of user you want to create:

    • Select User must change the password to force the user to change their password at the next login.

    • Select Account disabled to prevent the user from logging into ADONIS.

    • Enable trusted login for users who require it. Trusted login means that a user can perform actions without having to enter a username and password. This setting is only relevant in specific web client scenarios.

  5. Click Create.

note

A user may have access rights to any number of repositories. Users with access rights to more than one repository are presented with a selection window on login.

Edit User

From time to time it may be necessary to edit the user data (forgotten passwords, a new repository is available, the user moves to another department of the company and in the course of that his virtual alter ego moves to a new user group…).

To edit a user:

  1. Go to the User Management page.

  2. In the Manage users pane on the left-hand side, select the appropriate user group. To display all users, select All users at the top.

  3. In the workspace, find the user you want to edit.

  4. To the right of the user, click More, and then click Edit.

  5. Modify the user data as required.

  6. Click Change.

note

You can find more information about the various user data in the section Create User.

Clone User

Using the function Clone User an exact copy of an already existing user can be created. The new user adopts all assignments and authorisations of the original user, except the username and the personal settings stored in the user profile (e.g. language or dialogue settings).

To clone a user:

  1. Go to the User Management page.

  2. In the Manage users pane on the left-hand side, select the appropriate user group. To display all users, select All users at the top.

  3. In the workspace, find the user you want to clone.

  4. To the right of the user, click More, and then click Clone.

  5. In the New user name box, enter the name of the new user, and then click OK.

note

Please note that the cloned user also starts with the same password as the original user!

Adjust Users

Users can be deleted, copied, pasted, and more:

  1. Go to the User Management page.

  2. In the Manage users pane on the left-hand side, select the appropriate user group. To display all users, select All users at the top.

  3. In the workspace, find the users you want to adjust.

  4. Choose one of the following actions:

    • To adjust a single user, to the right of the user, click More, and then select the option you want.

    • To adjust multiple users at once, select the check boxes to the left of the users, click Bulk actions, and then select the option you want.

  5. The following options are available:

note

The super user Admin cannot be deleted.

Delete User Profile

Every user has a user profile. While working with ADONIS, various bits of information are stored in the user profile: open models and their current settings, dialogue settings, paths for saving files etc. After database problems have occurred or when large quantities of models are reorganised, as well as before migration scenarios (e.g. product updates or database change), it can be of advantage to delete the user profiles in order to reduce the size of the database, gain performance and prevent general problems.

To delete a user profile:

  • Go to the User Management page.

  • In the Manage users pane on the left-hand side, select the appropriate user group. To display all users, select All users at the top.

  • In the workspace, find the user whose profile you want to delete.

  • To the right of the user, click More, and then click Delete user profile.

After a security prompt, the user's profile is deleted and reset to its default settings.

Assign or Revoke Current Repository

As an ADONIS administrator, you can assign or revoke the current repository for individual users or even entire user groups. This ensures that users have access to the correct repository while performing their tasks. When you assign or revoke the current repository at the group level, all users within the group will be affected. For instructions on how to do this:

It's important to note that the current repository refers to the active repository you're currently working in. If you have multiple repositories, it's the one you selected upon login. Additionally, when creating or editing a user, you can assign any repositories they may need access to, in addition to the current repository.

Share User with or Unshare User from Active Repository

It is necessary to share users with a repository to make them available as objects in modelling in ADONIS, for example so that a modeller can assign them as responsible person for an application (in the application´s Notebook).

As an ADONIS administrator, you can share or unshare individual users or even entire user groups with the currently active repository. When you share or unshare users at the group level, all users within the group will be affected. For instructions on how to do this:

Export Users

For external data backup and to transfer user data to ADONIS administrators not networked, it is possible to save user accounts into an external AXR file.

To export users:

  1. Go to User Management > More options, and then click Export users.

  2. Select the users and/or user groups you wish to export. To display all users, select Hide user groups. Then, click Next.

    note

    To export groups AND all users within those groups, you do not have to manually select each user. Just select the groups you want and proceed to the next page. Then, from the Filter list, select Export user groups and users. Additionally, select Recursive (user groups) to include any sub groups and the users within those.

  3. From the Filter list, select whether to export only users, only user groups, or both.

  4. Optional: If you are exporting user groups, select Recursive (user groups) to expand the export scope:

    • If Export only user groups is chosen from the Filter list, all sub-groups will be included in the export.

    • If Export user groups and users is chosen from the Filter list, all users within the selected user groups, as well as any sub-groups and the users within sub-groups, will also be included in the import.

  5. Define which additional data to include in the export. Specify the following options:

    • Select Including system roles to export all system roles for users and user groups.

    • Select Including metamodel rights to export all metamodel rights together with the system roles.

    • Select Including rights to export all user rights together with the users.

    • Select Including tasks to export all user tasks together with the users.

    • Select Including favourites to export all favourites together with the users.

    • Select Including security configuration to export the security settings together with the users.

  6. Optional: Select Protect export file with password to encrypt the export file.

  7. Click Export. The data is exported.

When the export is complete, a success message appears. Close the message to complete the process.

note

The special user Admin cannot be exported.

Import Users

Users previously exported can be imported and stored in the ADONIS database.

To import users:

  1. Go to User Management > More options, and then click Import users.

  2. Click Browse and select the file you want to import. You can also drag a file from your computer to the Drag and drop files here to upload area.

  3. Optional: If the import file is encrypted, enter the password and click Next.

  4. Select the items you want to import, and choose the target group for the import. To view the users included in the target groups, select Show users contained in groups. Then, click Next.

  5. Optional: If you are importing user groups, select Recursive (including all subordinated users and user groups) to expand the export scope. All users within the selected user groups, as well as any sub-groups and the users within sub-groups, will also be included in the import.

  6. Define which additional data to include in the import. Specify the following options:

    • Select Including system roles to import all system roles for users and user groups.

    • Select Including metamodel rights to import all metamodel rights together with the system roles.

    • Select Including tasks to import all user tasks together with the users.

    • Select Including favourites to import all favourites together with the users.

    • Select Including security configuration to import the security settings together with the users.

  7. Select Assign current repository automatically to make sure the imported users will have access to the active repository you're currently working in (see Assign or revoke current repository).

  8. From the Conflict strategy if a user in the file is already existing in the user management list, select the behaviour if a user already exists:

    • Insert (new data will be inserted. Existing data will be overwritten.): Inserts the user, combining information from both sources (default selection).

    • Overwrite (the user data from the import file will overwrite the existing user): Overwrites the user in the database.

    • Ignore (The users from the import file will not be imported): Ignores the data in the import file, preserving the original user.

  9. Click Import. The data is imported.

When the import is complete, a success message appears. Close the message to complete the process.

Export Security Configuration

This procedure allows exporting security settings (password strength settings and login settings) to an external AXR file for backup and distribution matters.

To export the security configuration:

  1. Go to User Management > More options, and then click Export security configuration.

  2. Optional: Select Protect export file with password to encrypt the export file.

  3. Click Export. The data is exported.

When the export is complete, a success message appears. Close the message to complete the process.

Import Security Configuration

This procedure allows importing security settings (password strength settings and login settings) to the ADONIS database.

To import a security configuration:

  1. Go to User Management > More options, and then click Import security configuration.

  2. Click Browse and select the file you want to import. You can also drag a file from your computer to the Drag and drop files here to upload area.

  3. Optional: If the import file is encrypted, enter the password.

  4. Click Import. The data is imported.

When the import is complete, a success message appears. Close the message to complete the process.

Import Users from Excel

The User Management page allows ADONIS administrators to import users from Excel.

You can download a template Excel file that contains columns for the information required to create a new user. You can capture users with this template, and then import users in bulk.

Open Import Wizard

To open the import wizard:

  • Go to User Management > More options, and then click Import Users from Excel.

Get Template

To download the template Excel file:

  • From the Template list, select the template you want, and then click the Get template button .

You can download an XLSX or CSV template.

Capture Users

The following columns need to be populated to create a user:

  • Loginname: The username for login.

  • Forename: The first name of the new user.

  • Surname: The last name of the user.

  • Email: The email address of the new user.

  • User-specific information: Add additional information that can be viewed in the Notebook of the user object.

Import Users

To perform the user import:

  1. To update existing users with data from the template, select the Update users check box.

  2. To enable trusted login if the users require it, select the Trusted login check box.

  3. From the User groups list, select the user groups the users should belong to.

  4. In the Repositories and object groups area, select at least one repository to assign it to the users as their working place. Additionally, define an object group per repository where the user objects should be placed to make them available as modelling objects (see Share or unshare users with active repository).

  5. Click Upload File and pick the template Excel file you prepared. The number of users to be processed will be shown. Click Yes to continue.

The users will be imported into ADONIS.

View Import Report

Once the import of users into ADONIS is complete, an import report is displayed. It contains the following columns of information:

  • Username, Forename, Surname, Email and User-specific information: To let you verify that the data from the template was used correctly.

  • CRUD: Shows whether a create, read, update or delete operation was performed.

  • Result: Shows whether the operation was successful.

  • Details: Provides further details if the operation was not successful.

Manage Named Users

If you designate a user as a named user, this user is guaranteed access to a specific application scenario in ADONIS. Otherwise, the user will be a concurrent user. Concurrent users share the available slots and can log in as long as there are free slots available.

note

This function is only available if a scenario licence is in use.

To manage named users:

  • Go to User Management > More options, and then click Named Use.

Perform any of the following actions:

  • View Named Users

    Expand any scenario to view a list of users who have been designated as named users for it.

It can happen that a user is designated as a named user for a scenario, but due to their current system roles, they do not have access to the scenario. In this case, a warning icon will be displayed next to the username.

note

For details on the system roles required to access application scenarios, see Default System Roles.

  • Add Named Users

    Select a scenario, and then click Add named users. Add named users from the User catalogue, and then click OK.

If the number of selected users exceeds the number of free named users for a scenario, the assignment will fail.

  • Remove Named Users

    Select one or more users, and then click Remove named users.

Audit Log

ADONIS allows you to track administrative actions, such as

  • creating and deleting users,

  • changing access rights and

  • importing and exporting repository data.

note

For a complete list of logged actions, please refer to the chapter Audit Log - Logged Actions.

When the audit log is enabled, the results are stored in the database. The content of the audit log can be exported to a CSV file.

Enable Audit Log

To enable logging of administrative actions:

  1. Go to Home > More options, and then click System Preferences

  2. Switch to the Audit Log tab.

  3. Select the Logging enabled check box.

  4. To log the name of the administrator who made the change, select the Log author check box. If you clear this check box, these actions will be logged in an anonymous way and cannot be tracked to the administrator.

  5. Confirm with OK.

Administrative actions will now be logged.

Export Audit Log

To export the audit log:

  1. Go to User Management > More options, and then click Export audit log

  2. To export entries for a specific time period, under Time range, select a From day and From time, as well as a To day and To time. If you don't specify a time range, all entries will be exported.

  3. To display timestamps in the audit log in local time, select the Export with local time check box. Otherwise, timestamps are displayed in UTC.

  4. From the Language list, select the language in which to display content (action type, models and objects as well as model groups and object groups etc.) in the export file.

  5. From the Delimiter list, select the character that should be used to separate each field in the export file.

  6. Click Export.

Examine the Audit Log

Once the export is complete, you can examine the results. The audit log contains the following columns of information:

 Audit Log (Detail)

  • Timestamp

    The timestamp of the date and time of the event, in local time or UTC.

  • Action type

    The type of action executed by the administrator.

    note

    For a complete list of logged actions, please refer to the chapter Audit Log - Logged Actions.

  • Author

    Identifies the administrator who performed the action.

  • Target type

    Identifies the type of the action target.

  • Target

    Identifies the target of the action.

  • Target ID

    The unique identifier of the target of the action.

  • Aspect

    Identifies more closely what is affected at the target.

  • Aspect ID

    The unique identifier of the aspect of the target where the action takes place.

  • Global context

    The unique identifier of the global context where the action takes place, e.g. the repository or the library.

  • Local context

    The unique identifier of the local context where the action takes place, e.g. the user group where a right is changed.

  • Language ID

    Identifies the language in which the change took place.

  • Old value

    Identifies the value of the item before the change.

  • New value

    Identifies the value of the item after the change.

Delete Audit Log Entries

Entries which are older than a specific date and time can be permanently removed from the audit log. This action cannot be undone.

To delete audit log entries:

  1. Go to User Management > More options, and then click Delete audit log entries

  2. To delete entries which are older than a specific date and time, under Delete entries until, select a Day and Time. If you don't specify a date and time, all logged administrative actions will be marked for deletion.

  3. Click OK. A dialogue box will appear asking whether you want to delete the selected entries. Click Yes to delete the entries.

Anonymize Audit Data

Audit log entries for specific users can be anonymized to prevent identification of individuals. Anonymizing will replace the username with "####" across all columns in the audit log. This action cannot be undone.

To anonymize a username in the audit log:

  1. Go to User Management > More options, and then click Anonymize audit data

  2. In the User name box, enter the name of the user.

  3. To anonymize entries which are older than a specific date and time, under Anonymize only entries before, choose a Day and Time. Otherwise, all entries will be anonymized.

  4. Click OK. A dialogue box will appear asking whether you want to anonymize all entries of the selected user. Click Yes to anonymize the entries.