Users can work on Prolaborate as per their access permissions or the permissions set for the groups, they are in.
This article will help you understand how to manage users and user groups, both from Prolaborate and Active Directory.
Add Prolaborate Users
Click on Menu > Users to go to Users page.
It displays the list of all the users in the current repository.From this page, you can
Add new users directly in to Prolaborate or from Active Directory (AD), view and edit details of users.
To add a user to the repository, click on Add User.
In the Add User to Repository page, you can add an all new user, add users from other repositories or add users from Active Directory
Add New System User option is used to add a new user to Prolaborate and to this repository.
To add a new user,
- Enter the Email address of the new user
- Enter the default Password. The user will be asked to change this password on their first login.
- Specify their First Name and Last Name
- Enable Require EA Authentication if you want this user to be prompted for Enterprise Architect credentials when opening this repository. Please note this option can be enabled only if EA Security is enabled for this repository.
- Enable Admin option if you want to make this user an Admin
- Click on Submit and the user will be added. A welcome email will be sent to the user.
Add Users from Other Repositories
Use the Select existing users if you want to add the users, both Prolaborate and Active Directory users, whom you have added already to other repositories.
This saves you from the manual effort of adding the same list of users to each repository.
Select the users you want to add and click on Add icon.
Add Users from Active Directory
Note: Active Directory must be configured to view this option.
Select the Add from Active Directory option and the appropriate AD domain to add users from Active Directory (AD).
To add an AD user, select By User option
- In the AD Browser, select the AD path and the users available in the selected path will be listed under AD Users section on the right
- Select the users you want to add and Add icon will be enabled
- Optionally, if you want to add the selected users to a group, select the group in DefaultGroup dropdown
- Click onAdd icon to add the selected AD users
After you have added the users, click on Go Back to go back to the users page.
You can view the complete details of a user by clicking on the icon in View Details column.
In the expanded view, you can
- Edit First name, Last name, and Email.
- Edit Default Dashboard of the user. Default dashboard set at a user level takes precedence over the default set at Repository and Group level
- Edit the Status. Users with Status as Inactive will not be able to login
- Make an user as Admin.
- Click on Send Password Link to send a password reset link to the user.
- Set a one-time password using Set Temporary Password. The user can login to Prolaborate using the temporary password but he/she will be prompted to change the password.
- Click on Edit to edit the details of the user.
- View the Type of user. There are four types of users:
- Prolaborate Admin – Administrators with complete access to the application
- Registered Users – All users except Admin and AD users belong to this type
- Active Directory User/Group – User or Group added from Active Directory
- Collaborate User – Users invited using Invite Collaborators option and have registered in Prolaborate
Some of the actions mentioned above are not allowed for Active Directory users.
Manage Invited Collaborators
All the users who have been invited for Collaboration using the Invite Collaborators option and have not registered will appear here.
User groups help you treat a set of members as a single entity. This will be useful in cases like assigning access permissions to packages or dashboards. You can assign access at once rather than assigning access one by one to individual users.
Add Prolaborate User Groups
To go to the List of Groups page, click on Menu > User Groups.
List of Groups page displays the list of Groups in the current repository.
To add a group, click on Add Group.
Fill the following details and click on Submit to create a group.
- Mention the Name of the group
- Add the Users whom you want to be part of this group
- Enable Require EA Authentication if you want the users of this group to be prompted for Enterprise Architect credentials when opening this repository. Please note this option will be enabled only if EA Security is enabled for this repository.
- Set the status – Active or Inactive. Please note making the group as inactive does not make its members inactive. If a group is inactive, the permissions given to that group will be revoked and that group will not be available anywhere in the system.
- Set the Default Dashboard for this User group
- Select the Feature Sets you want this group to have access to. For example, if you select Dashboard Management, this group members will be able to add, edit, delete and set default dashboards
Manage Prolaborate User groups
The newly created group will appear in the list now.
To view the details of a group, click on Expand icon. You can edit all the details of a group.
Add Active Directory Groups
Go to Menu > Users page and click on Active Directory Groups. To add an AD Group, click on Add AD Group
- In the AD Browser, select the AD path and the groups available in the selected path will be listed under AD Groups section on the right
- Select the Groups you want to add
- Optionally, if you want to add the selected groups to a Prolaborate group, select the group in Default Group dropdown
- Click Add icon to add the selected AD Groups
All the users who are part of this group will be given the access permissions assigned to the group.
Manage Active Directory Groups
After you have added the groups, click on Go Back to go back to the Users > Active Directory Groups page.
You can do the following:
- View the members of the group by clicking on View
- Assign Default Dashboard to a group by clicking on down arrow icon in View Details > Edit.
- Change the Status of the group in the same Edit page.
When you change the status, the users who are neither present in any group in the AD Groups list nor directly added to Users list from AD are shown. You can choose the action you want to perform on them.
Sync Users from Active Directory
Every time a user from an Active Directory group logs in, that user is added to User’s list.
If that user is removed from Active Directory or from the Active Directory group added to Prolaborate, it needs to reflect in Prolaborate as well. This is facilitated by the “Sync Users” functionality in the Users > Active Directory Groups page.
When you click on Sync Users, the users who are neither present in any group in the AD Groups list nor directly added to Users list from AD are shown. You can either choose to inactivate them preventing them logging in to Prolaborate or leave them as it is.