Users

Users are assigned to a specific group and have specific roles concerning Request management, document management and/or reports. The System Administrator is required to assign all users a valid login ID and password to access FOIAXpress.

Similar to groups, users also need to be assigned Permissions to work within the system. When you assign Permissions to a User Group, all users within the User Group will inherit the Permissions. Assigning Permissions at the user level allows for more security by assigning only Permissions necessary for a specific user.

By default, your agency is entitled to two Admin licenses that are to be used for accounts that do not process Requests, but support the configuration and maintenance of FOIAXpress. Other users can have the same Permissions if assigned all Application Role, Request, and File Cabinet Drawer Permissions.

The Admin User Group and the Admin user are pre-configured and cannot be deleted. Admin user Permissions cannot be deleted, however users can be removed from the Admin group.

NOTE: If your system is configured for single sign-on, the Password and Confirm Password fields will not be displayed. Additionally, the user name must match the login name used to access the workstation.

Search Users

1. Click Administration > Organization Setup > Users. The Create/Search Users screen displays with the Search Users tab selected by default, as shown below.
   
   

2. Enter Search Criteria as necessary in the Personal Information and User Information sections.

3. To add advanced search filters, click Advanced > Add new filter, select a Field and Operator, and then enter a Value.

4. Click Search.

See the sections below for additional information.

Create/Edit/Delete Users

Create a User

You can create as many users as required by your agency. The users will be the FOIA analysts who will process Requests and deliver documents to Requesters. You can divide tasks among users by assigning different Permissions to each user. You can also assign all of the Permissions for a Request to a single user, who will then be known as the primary user for that Request.

Follow the steps below to create a user:

1. Click Administration > Organization Setup > Users. The Create/Search Users screen displays as shown below
   
   

2. Click Create New User. The Create New User tab displays as shown below:
   
   

NOTE: If using Single sign-on, this screen displays as shown below:

3. Enter information in the fields described below per your agency's requirements.

4. Click Save. A verification message displays as shown below.
   
   

5. Click OK. A message displays as shown below.
   
   

6. Click Yes to send the email notification, or click No to abort.

Note: A user can only belong to a single User Group, which will display on the user's Home Page by default. A user may have additional "Group Queues" displayed on their home page by selecting their "Group Queue Home Page Display".

4. If Yes is clicked, you will be directed to the Send Email Notification window where you can prepare and send the email notification to the new user. If No is clicked, the message window will close and you will be directed to the Users screen where the newly created user displays.
   (!!) Note: The First Name, Last Name, Phone Number, and Job Title are provided as insert fields, and appears in future correspondence.

Note: You cannot edit the Login once it is created. The Password should include alphanumeric characters and at least one character of a different case or one special character.
Locking a user prevents reassigning of Requests to another user. All the Requests will be reassigned to another user only when the logged-in user account is inactivated. While inactivating a user, all open and closed Requests will automatically be reassigned to the designated user.

Edit a User

Users with the required Permissions can edit a user's information. User Logins and Action Offices cannot be changed. The Login Status is visible when editing User details. Follow the steps below to edit a user:

1. Click Administration > Organization Setup > Users. The Create/Search Users screen displays.

2. Enter search criteria as necessary to locate the user you want to edit, then click Search. The Users window displays with a list of users that satisfied the search criteria.
   
   (!!) Note: To retrieve all user accounts in the system, select All from the Action Office drop-down menu, then click Search without entering any criteria. The user's Action Office will be selected by default.

3. Select a user, then click Edit. The Edit screen for the selected user displays.

4. Make any necessary modifications to the fields. These are described under the Create User section.

5. Click Save. A verification message displays.

6. Click OK. A confirmation message displays.

7. Click OK.

NOTE: Click Close to display the Create/Search Users window and perform another search for user accounts.

Delete a User

Users with the required Permissions can delete a user's account from the system. However, a user account cannot be deleted if assigned to a Request. Also, Admin User accounts cannot be deleted.

Follow the steps below to delete a User:

1. Click Administration > Organization Setup > Users. The Create/Search Users screen displays.

2. Enter Search Criteria for the user to be deleted, then click Search. The Users screen displays with a list of users that satisfy the search criteria.

3. Select a user, then click Delete. A verification message displays as shown below:
   
   

4. Click OK to delete the user account. A confirmation message displays showing the user is deleted.
   
   

5. Click Close.
   
   

6. To delete a user with an assigned Request, you will need to reassign any Requests they were assigned. With the user selected, click Edit. The Edit User screen displays as shown below.
   
   

7. In the Other Information box, select No as the Active status, as shown below.
   
   

8. The Inactive User screen displays as shown below. Click the Select User drop-down menus under For Open Requests and For Closed Request and select the users for reassignment:
   
   

9. Click Save. A verification message displays as shown below.
   
   

10. Click OK to accept the reassignments, or click Cancel to abort.

NOTE: If attempting to delete a user who is assigned to a Request, the following notification message displays, informing you that the user cannot be deleted.

Additional Admin Actions

Send Email Notification

NOTE: Email notifications are sent when a new user is created in the system. Admin users or users with the required Permissions can configure notifications under Administration > System Configuration > New User Notifications.

1. Click Yes when the New User - Email Notification message is displayed. A user notification email displays on the Email Notification screen as shown below.
   
   

2. Enter information in the fields described below per your agency's requirements.

3. Click Send Email. A Password Invitation email displays on the Email Notification screen as shown below.
   
   

4. Edit the email notification as necessary.

Note: When sending an email, click To, Cc, or Bcc to display the Global Address List window, where you can select users to add as email recipients. To send a notification to a user from the Create/Search Users screen, select a user, then click Email Users to display the Email User(s) window.

5. Click Send Email.

Change a User's Password

1. Click the Change Password button on the Edit User screen. The Password Information window displays as shown below.
   
   

2. Enter a new Password per your agency's requirements. The Password policy is configured under Administration > Security > Security Configuration.

3. Enter the password again in the Confirm Password field.

4. Click Save. The password will be changed based on the information entered.

Reassign Requests

While inactivating a user, all open and closed Requests can be reassigned to a designated user.

1. Select No in the Active field. The Inactive User window displays as shown below.
   
   

2. Click the Select User drop-down menus under For Open Requests and For Closed Request and select the users you want to reassign to.

3. Click Save. A verification message displays as shown below.
   
   

4. Click OK to accept the reassignments, or click Cancel to abort.

Dashboard Templates

Dashboards display Request details based on the dashboards assigned to individual users. Currently there are four system defined dashboards: Administrator, Action Office Manager, FOIA Officer, and User. Each user can be assigned any or all of the available Dashboards, along with a default dashboard that will automatically display upon login. Users can be assigned multiple dashboards on creation, or have dashboards added later.

NOTE: Users with multiple assigned dashboards can select the dashboard they want to view by clicking the Dashboards drop-down menu on the home page and selecting from the available options.