Managing Users

Users can be created, edited, moved, or deleted in Resource Manager (in the Folder Tree panel, select System > User).

Creating a User

To create a user:

Open the Tools menu.
Select Security > Users.
In the User Manager, select the folder in which you want to create the new user.
Click the New option.
In the Create a New User page, provide details for the following fields:
- Login Name: Type a Login Name for the user. This must be unique across Analytics. The recommended format in order to ensure uniqueness is to use the person’s business email address.
  
  For users who access via Single Sign-on (SSO), the appropriate username format for the SSO system must be used. For example, for Windows login authentication, the login name must correspond to an existing Windows Active Directory user and must be formatted as <domain-name\username>, where <username> is the Windows username and <domain-name> is the NetBIOS domain name. The login name must exactly match the details in the corresponding Active Directory entry.
- Optionally provide the following details:
  - First Name and Last Name
  - Email: Address for receiving notifications from Analytics.
  - Description: A description of the user or their role.
- Culture: Select the user’s culture from the dropdown list. This determines their language, locale and date format.
- User Home Folder: Select the User Home Folder. There are two options:
  
  Every user must have a designated Home Folder, although it does not need to be unique to that user. It does not need to be the folder in which the user is actually located. The Home Folder is the default location that most Analytics tools open to and save items into for this user. The user can change their Home Folder later in their User Settings.
  - If the folder already exists, you can select it directly.
  - If the folder does not exist yet, you can select the path in which it should be located, and check the box marked Create a new folder for this user. The folder is created automatically under the selected folder, when the user is saved.
- Advanced Mode: Check the box to grant the user access to Advanced Mode, which is required for dashboards, security management, full resource management and information notice management.
- Account Enabled: Check the box to permit the user to login. If this is unchecked they are not able to login even with the correct password.
- Local Login Enabled: Check the box to permit local login, otherwise Single Sign On (SSO) must be used. If local login is enabled, provide further details:
  - Password and Confirm Password: For details on the password policy, see User Settings.
  - User must change password at next logon: Check this box to force the user to change their password when they next access Analytics. This ensures that the password you have provided is temporary only.
  - Internet Script Editor Enabled: Check this box to create a linked Unified CCE user that can access Cisco's Internet Script Editor using the security settings of this Analytics user.
  - Password never expires: Check this box if the password should be applicable indefinitely without needing to be changed. This should generally only be used for system accounts.
  - User cannot change password: Check this box to prevent the user from changing their password themselves.
Optionally, check the box marked Create Another if you have more users to create. This keeps you in the creation screen after saving the current user.
Click Save to save the user, or click Back to discard it and return to the list.

Once the user is created, you can add them to groups. For more details, see User Groups. You can apply permissions to the user using the Permissions. For more details, see Permissions.

Editing User Details

To edit user details in User Manager:

Open the Tools menu.
Select Security > Users.
In the User Manager, select the folder in which you want to edit the user.
Click the user. A page showing the user details opens.
Edit details as desired. The password can be changed from the Password tab, and the user can be added or removed from groups using the Groups tab.

You cannot change a password if the user has logged in using external login authentication, as passwords are not stored within eGain Analytics.

Moving Users

Moving a user does not intrinsically change their permissions, as these are applied to the user directly or are inherited from the user’s groups. However, if the user runs or has scheduled reports using the default parameter sets then the scope of these reports may be affected since the default parameter sets are driven by the user’s location in the hierarchy.

To move users:

Open the Tools menu.
Select Security > Users.
In the User Manager, select the folder in which the users are located
In the list, find the users you want to move and check the box next to each one.
In the toolbar, click Move.
Select a folder in the tree to which you wish to move the selected users. This must be another folder for which you have User Management permissions).
Click Save to commit the move, or click Back to cancel the move.

Copying a User

Upon copying a user, the new user automatically has the same settings, group memberships and permissions as the user being copied. It is assumed that certain details such as their name should be different and you are prompted to provide new values for these details.

To copy a user:

Open the Tools menu.
Select Security > Users.
In the User Manager, select the folder in which the user you wish to copy resides.
In the list, find the user you want to copy and click their name. The user properties screen opens.
In the toolbar, click Copy. A copy user dialog appears
Enter the following details that are specific to the new user:
- Location: Select the folder where the new user should be located.
- Login Name
- First Name
- Last Name
- Email Address
- Description
- Password and Confirm Password: For details, see User Settings.
- User must change password at next login: Check this box to force the user to change their password when they next access Analytics. This ensures that the password you have provided is temporary only.
Click Save to save the user, or click Cancel to discard it without saving.

Deleting a User

Deleting a user is not possible if schedules are assigned to them. The schedules must be either deleted or reassigned to other users before any user can be deleted.

To delete a user:

Select the check box beside the user to be deleted.
Click the Delete option and confirm the deletion when prompted.

Viewing User Report Schedules

To view the report schedules owned by a user:

Click the Schedules tab to see all the report schedules that are assigned to that user, the report that the schedule runs, what happened the last time the report schedule was run, and the next time the report schedule is due to be run. From the schedule grid, you can also
- Edit a report schedule (see Editing a Report Schedule)
- Delete a report schedule (see Deleting a Report Schedule)
- Enable or disable report schedules (see Enabling and Disabling Report Schedules)
- Reassign a report schedule to a different user (see Reassigning a Report Schedule).

For more information about the schedule grid, and what the icons and values in it mean, see Report Schedule Grid.

Fields Available when Creating a User

Field	Description	Entry	Default	Required
Login Name	A unique login name for the Portal user.	Unique. Up to 64 characters. If login name is a valid email address then up to 100 characters are allowed. All Alphanumeric and Unicode characters are valid except colon. Additionally, for an Internet Script Editor enabled user, the login name must correspond to an existing Windows active directory user. This name must be formatted as <username>@<domainname>, where <username> is the Windows username and <domainname> is the fully qualified Windows domain name, for example, iseuser1@testdomain.local. The login name must exactly match the details in the corresponding Active Directory entry.	Null	Yes
First Name	The first name of the Portal user.	Up to 50 characters.	Null	No
Last Name	The last name of the Portal user.	Up to 50 characters.	Null	No
Email	The email address of the user.	Up to 255 characters. Must be a valid email address in the format name@domain.extension.	Null	No
Culture	The language and location setting for this user.	Select from the drop-down list	Culture setting of the user creating the new user	Yes
Description	A description of the Portal user.	Up to 500 characters.	Null	No
Account Enabled	Indicates whether this user is currently active on the system.	Check this box to specify that the user is currently active. If this box is not checked then this user is not able to log on to the Portal web application.	Selected	No
Local Login Enabled	Indicates whether this user can login to the system using Local Login.	Check this box to allow the user to login to the system using Local Login.	Selected	No
User must change password at next login	Indicates whether this password is only valid for a single log in.	Check this box to force the user to change their password the next time they log in.	Null	No
Password never expires	Indicates whether the password never expires.	Check this box to specify that the user’s password never expires. If this box is not checked, the user’s password expires after the number of days specified in Settings > Security Settings > Password Expiry. Note: Even with a password that never expires, if a user does not log in within a specified time limit, the account is disabled. By default, this time limit is 120 Days.	Null	No
User cannot change password	Indicates whether the user can change their password.	Check this box to specify that the user cannot change their password. If this box is not checked, the user can change their password using Settings > Change Password.	Null	No
User Home Folder	The user’s home folder.	From the folder tree, select the location of the home folder that the user is taken to on login.	/	Yes
Internet Script Editor Enabled	Indicates whether the user is linked to a Unified CCE user.	Check this box to create a linked Unified CCE user that can access Cisco's Internet Script Editor using the security settings of this Analytics user. In this case, the following apply: The login name must correspond to an existing Windows active directory user. If the installation does not use single sign on, the specified password must match the password for the corresponding active directory user.	Cleared	No
Create a new folder for this user	Indicates whether to create a new folder for this user.	Check this box to create a new folder for the user below the User Home Folder. The name of the new folder is the user’s Login Name followed by the default folder suffix specified in Settings > Security Settings > User Folder Suffix.	Cleared	No
Password	The password that the user uses to log in to the system.	Only required if the installation does not use single sign on. The password of the user cannot be the same as their Login Name, and must meet any password restrictions that are specified by the system administrator in Settings > Security Settings. Additionally, for an Internet Script Editor enabled user, the password must match the password for the corresponding Windows active directory user.	Null	Yes, if local login is enabled
Confirm Password	The same as for the Password field. This ensures that the user is not prevented from logging in by typographical errors made when setting his or her password.	Only required if the installation does not use single sign on. Enter password confirmation. This must match the value specified in the Password field.	Null	Yes, if local login is enabled

Fields Available when Editing a User

Field	Description	Entry	Default	Required
Details Tab
Login Name	A unique login name for the Portal user.	Unique. Up to 64 characters. If login name is a valid email address then up to 100 characters are allowed. Any Unicode character is valid except colon. Additionally, for an Internet Script Editor enabled user, the login name must correspond to an existing Windows active directory user. This name must be formatted as <username>@<domainname>, where <username> is the Windows username and <domainname> is the fully qualified Windows domain name, for example, iseuser1@testdomain.local.	Current value	Yes
First Name	The first name of the Portal user.	Up to 50 characters.	Null	No
Last Name	The last name of the Portal user.	Up to 50 characters.	Null	No
Email	The email address of the user.	Up to 255 characters. Must be a valid email address in the format name@domain.extension.	Null	No
Description	A description of the Portal user.	Up to 500 characters.	Null	No
User Home Folder	The home folder of the user.	From the folder tree, select the location of the home folder that the user is taken to on login.	/	Yes
Allow User to Enable Advanced Mode	Indicates whether this user has advanced mode functionality.	Check this box to specify whether the user has advanced mode functionality. Cannot be selected until the user is a member of an advanced group. To use the expert UI or toggle between expert and basic view the user also needs to have advance user task permissions.	Null	No
Account Enabled	Indicates whether this user is currently active on the system.	Check this box to specify that the user is currently active. If this box is not checked then this user is not able to log on to the portal web application.	Selected	No
Internet Script Editor Enabled	Indicates whether the user is linked to a Unified CCE user.	Check this box to create a linked Unified CCE user that can access Cisco's Internet Script Editor using the security settings of this Analytics user. In this case, the following apply: The login name must correspond to an existing Windows active directory use.	Cleared	No
ISE Password	The ISE password of the Portal User.	The password must match the password for the corresponding Windows active directory user.	Null	No
Password Tab (only present if the installation does not use single sign on)
Reset Password	Whether to reset the password for this user.	Check this box to reset the user’s password.	Null	No
Password	Only shown if Reset Password is checked. The new password for this user.	The password of the user cannot be the same as their Login Name, and must meet any password restrictions that are specified by the system administrator in Settings > Security Settings. Additionally, for an Internet Script Editor enabled user, the password must match the password for the corresponding Windows active directory user.	Null	Yes
Confirm Password	Only shown if Reset Password is checked. The same as for the Password field.	Enter password confirmation. This must match the value specified in the Password field.	Null	Yes
User exceeded maximum login attempts	Set by the system if the user has been locked out of the system because the maximum number of login attempts has been exceeded.	Clear this box to re-enable the user if the user has been locked out for exceeding the maximum number of login attempts. The user is not able to log on to the portal until this box has been cleared. User Exceeded Maximum Login Attempts is hidden in Single Sign-On mode.	Null	No
Password never expires	Indicates whether password never expires.	Check this box to specify that the user’s password never expires. If this box is not checked, the user’s password expires after the number of days specified in Settings > Security Settings > Password Expiry. Note: Even with a password that never expires, if a user does not log in within a specified time limit, the account is disabled. By default, this time limit is 120 Days.	Null	No
User cannot change password	Indicates whether the user cannot change their password.	Check this box to specify that the user cannot change their password. If this box is not checked, the user can change their password using Settings > Change Password.	Null	No
User must change password at next login	Indicates whether this password is only valid for a single log in.	Check this box to force the user to change their password the next time they log in.	Null	No
Groups Tab
Groups	Add this user to a group or remove this user from a group.	To add user to a group, click Add to Group, go to the folder that contains the group, then select the group and click OK. To remove a user from a group, click the beside the group you want to remove the user from.	Null	No
Schedules Tab
Schedule Grid	Shows the report schedules owned by this user and the status of the scheduled reports.	Click on report schedule link to see schedule details. Click on last run or next run link to see the event history page for that schedule containing the results of running the report. Select one or more report schedules and click Enable or Disable to enable or disable the report schedule. Select one or more report schedules and click Reassign to assign the report schedule to a different user. Select one or more report schedules and click Delete to delete the report schedule. Click Reload to refresh the schedule grid. For more information about the schedules grid, see Report Schedule Grid.