User Management

The Users page in the Appian Administration Console allows you to view, create, and edit users.

In addition to the Users page, there is also a User record type in Tempo that holds the user profiles for users of Appian.

The following sections describe how to use the Users page as well as the User record type for user management.

Creating a New User

Only system administrators can create new users.

To create a new user, complete the following:

  1. Log into Appian as a system administrator.
  2. Navigate to the Users page of the Appian Administration Console. The Users grid is displayed
    • Note: The Administrator user account does not have permission to access the Appian Administration Console
  3. Click the Create button in the left navigation. The Create User dialog is displayed.
  4. Enter the user's Username. It must not match an existing username regardless of case. For example, if john.doe already exists, you cannot enter JOHN.doe. A username can only contain up to 255 ASCII letters (a-z, A-Z), numbers, and the special characters listed below.
    • At symbols (@)
    • Periods (.)
    • Underscores (_)
    • Hyphens (-)

Note: If you plan on creating an application that restricts user visibility, be sure to create a username that is not personally identifiable, as usernames are still visible within the system even when a user's Contact Information and Display Name are restricted. See also: User Profile Visibility

  1. Enter the remaining basic information for the user:
    • First Name
    • Last Name
    • Nickname (Optional)
    • E-mail Address (Must include the @ symbol and a domain such as .com)
    • Supervisor (Optional)
    • Title (Optional)
  2. Select one of the following options from the User Type selection:
    • Basic User: All users that are not system administrators. See below: Account Rights for Basic Users
    • System Administrators: Users that have access privileges to all tools and capabilities in Appian and can edit user roles. This includes the ability to create new administrators.
  3. (Optional) Enter a Temporary Password and re-enter it in the Confirm Password field. If a password is not entered, it is automatically generated and sent to the user in an email. Regardless of whether or not you specify a password here, the password will be marked as temporary and the user will need to change it the next time they sign in.
    • Note: Passwords may be constrained to certain complexity or length requirements by your Appian administrator. See also: Appian Authentication.
  4. Click Create to create the user and return to the Users grid.
  5. Click Create & Add Another to create the user and continue creating new users in the Create User dialog.

Viewing and Updating User Details

Viewing Users

The Users grid shows the first 100 users in the system in alphabetical order. The grid can be sorted on first name, last name, username, and email.

You can search for users by using the Search field on the top right of the Users page. The search is a "starts with" search that will search on first and last names, username, and email address.

The User filters on the top left of the users page allow you to toggle between what users are shown in the grid from active users, inactive users, and all users. The second column of the grid indicates whether the user is active or inactive.

Clicking on a username in the grid will open the Update User dialog. This dialog allows you to view and update a user's profile. A user's group membership can also be viewed from the dialog. See below: Updating Users

Alternatively, you can view limited user details using the User record type in Tempo. End users can view the user profiles of other users in Tempo using the User record type. System administrators can prevent users from viewing each other's profiles by configuring User Profile Visibility.

See also: User Profile Visibility

Updating Users

Only system administrators can modify another user's profile using the following steps. However, end users can modify their own profiles from their User record in Tempo. From their User record, end users can modify their name, email address, office phone, mobile, location, profile photo, cover photo, and blurb. System administrators cannot modify other users' blurbs. While system administrators can modify users' profiles, they cannot prevent end users from modifying their own profiles. To restrict what fields a user can edit on their own profile go to the User Profile page of the Appian Administration Console.

To modify a user's profile as a system admin, complete the following:

  1. From the Users grid, click on the username of the user you want to edit. The Update User dialog appears.
  2. Modify the fields in the profile that need to be updated or modified. The following fields can be updated:
    • First Name
    • Last Name
    • Nickname
    • Supervisor
    • Title
    • User Type
    • Email
    • Office Phone
    • Mobile Phone
    • Home Phone
    • Location fields
    • Address 1
    • Address 2
    • Address 3
    • City
    • State
    • Zip Code
    • Country
    • Custom Fields 1 - 10
  3. After completing desired changes, click Update.

Resetting a User Password

Only system administrators can reset a user's password. End users can, however, change their own password at any time from the Settings page in Tempo.

To change a user's password, complete the following:

  1. Select the users that should have their passwords reset in the Users grid.
  2. Click Reset Password. A new temporary password is emailed to each selected user.

Deactivating and Reactivating Users

Deactivating Users

Deactivating a user means the user account is still present in the system, but is not able to log in.

When a user is deactivated, any running processes that were started by that user will pause by exception. This will not happen immediately, but is guaranteed to happen no later than the next time the application server is restarted. Additionally, process models that are configured to run as their designer will fail to run if the designer user becomes deactivated. For these reasons, Appian recommends that applications be imported using a service account of type System Administrator that will not be deactivated.

Only system administrators can deactivate users.

To deactivate a user, complete the following:

  1. Select the users to be deactivated in the Users grid.
  2. Click the Deactivate button on the grid toolbar. You are prompted to verify that you do want to deactivate the user(s) in question. Click Deactivate.

NOTE: The Administrator user account cannot be deactivated.

Reactivating Users

When a user account is reactivated, its last login time is set to the current date and time to prevent the user from being immediately deactivated (if a policy is in place to do so for users who do not log into the system within a certain amount of time). See also: Appian Authentication

Only system administrators can reactivate users.

To reactivate a user, complete the following:

  1. Click on the Inactive or All radio button filter options to view deactivated users in the Users grid.
  2. Select the users to be reactivated.
  3. The Deactivate button should be replaced by a Reactivate button. Click the button to reactivate the users. The user is now reactivated and is able to log in to the system. Expired passwords must be reset when attempting to log in.

Managing User Rights and Security

System administrators assign certain rights to a user by making the user a Basic User or a System Administrator.

  • All System Administrator users have administrative rights (the highest level of rights).
  • Rights for Basic Users are listed below: Account Rights for Basic Users

To modify a user's type after creating the user, complete the following:

  1. From the Users page, search for a user.
  2. Click the username in the Users grid. The Update User dialog opens.
  3. Select Basic User or System Administrator from the User Type field.
  4. Click Update. The user's rights are updated throughout the system and will take effect when the user next logs in.

Other User Rights

All user actions are verified using access control lists prior to execution. Individual objects can be secured by granting rights to individual users, groups, teams, or departments based on group membership and user role maps.

Best Practice: Rather than assign rights for various objects to each individual user, as a best-practice, create a custom group for each role within your organization. Assign rights in the system according to group and then add the users in that role to the associated group.

See also: Configuring Security for Groups, and User Roles.

Account Rights for Basic Users

As Basic User accounts interact with Appian, they are frequently assigned additional roles. These roles are granted the necessary rights to perform various tasks, such as administering the objects they create. Basic users must be given the Designer Role in order to access the designer environment.

Upon login to the designer environment, a Basic User is presented with the following options:

  • Home
  • People
  • Processes
  • Rules
  • Documents
  • Preferences
  • Alerts
  • Tempo
  • Appian Designer

Each tab or toolbar option displays a different product view. (The Preferences and Alerts buttons appear on the toolbar.)

The primary tabs can be hidden by the System Administrator from Basic User accounts (and can be targeted to specific groups or users).

Hiding a tab from a user does not necessarily restrict access to the items in a product view, only the direct navigation is disabled. If a user has permission to view an object, an intuitive URL can be used to access it, even when a navigation button is hidden.

Intuitive URLs are available in Appian to replace cryptic URLs with human-readable URLs for various objects. Any user can type an intuitive URL in their browser to access any of the above-listed objects (if they have the authority to view the object and know the object ID).

See also: Quick Links Using Intuitive URLs

Home View

The Home view of the Application Designer, displays a left navigation that includes two sections: Shortcuts, and I want to... actions.

The following Basic User Home View Shortcuts are displayed:

  • My Pages: Click this link to view a list of links to portal pages that you have created (if any).
  • My Bookmarks: Click this link to display any pages that you have bookmarked.
  • Favorite Documents: Click this link to display any documents, folders, or Knowledge Centers that you have bookmarked.
  • My Profile: Click this link to update your user profile within the system. All user attributes except first name, last name, supervisor and title can be modified here. You can also change your password by clicking Change Password. Browse Content
  • Categories: Clicking this link displays a report listing all portal pages to which you have access, sorted by content category. New content categories can only be created by a Portal Administrator.
  • My Start Page: Click this link to access your portal start page. Basic User accounts and System Administrator accounts can change their start page by viewing the desired page and clicking Options > Make this my start page on the toolbar.

The following Basic User I want to actions are displayed:

  • Design a Process: Click this button to launch the Process Modeler, which allows you to create a new process model. Creating a process model adds a Basic User to the Process Administrator role for that process model.
  • Create a Page: This link launches the Portal Page Creation wizard, which allows you to create a page, load page content, select a layout, and change security settings. After creating a Team or Department page, it is possible to make the page Public by selecting Options > Page Sharing on the toolbar. Public pages can be viewed by all user accounts (including anonymous user accounts) from the intuitive URL.
  • Upload a Document: This link displays an Upload Document wizard, from which you can select a location in the Appian Document Management interface and upload files to that location. As a Basic User you can only upload a document to a Knowledge Center where you have write privileges. By default, Basic User accounts are only given write privileges to My Private Knowledge Center. To upload a document to another location, a Document Administrators must explicitly grant author rights to a folder or a Knowledge Center.

People View

All registered users can be viewed by Basic User and System Administrator accounts unless the User Visibility functionality is configured against this. Basic user accounts are allowed to create Teams, which they can also administer. Upon creation of a Team, you can add or remove other users from the Team. A Basic User cannot create new users or groups for other group types.

See also: User Visibility

Processes View

The Process Modeler can be launched by Basic User and System Administrator accounts. To access the Process Modeler, click Launch Process Modeler in the left navigation. As a Basic User, you can only save your process models under the My Models folder, unless you are granted access to other folders.

There are many ways in which a process model can be shared with other users in the system. The ability to make changes to a process model or even start a new process instance however is dependent on the rights granted to each user account. For example, in order to start a new process instance, a user must have at least Initiator level access to the process model. The security for a process model folder (apart from the My Models folder), process model, and process instance can be configured by clicking the Security button on the appropriate process model or process instance dashboard. You can also click File > Security in the Process Modeler.

See also: Configuring Process Model Security, Configuring Process Security, and Process Folder Security

Rules View

Basic User accounts and System Administrator accounts are allowed to create rules and constants.

All rules and constants must be stored in a subfolder beneath the Rules and Constants root folder. Basic User accounts are also allowed to create folders within the root folder. Upon creating a folder, Basic User accounts can choose to inherit folder security from the parent folder, or they can assign the users and groups that are allowed to view and edit rules stored in the folder.

Appian does not place any restrictions on the execution of a rule or constant, for Basic User accounts. If a (non-anonymous) user knows the name of a rule or constant in the system but does not have permission to view it, that user is still able to utilize the rule or constant.

The System Administrator can restrict access to the Rules folder so that Basic User accounts have no access by default. Doing so prevents Basic User accounts from viewing rules, creating new rules, or creating new folders within the Rules section.

Documents View

Appian Document Management is divided into Communities, Knowledge Centers, and folders.

All files must be stored within a folder inside a Knowledge Center, inside a Community. Basic User accounts can create a new Knowledge Center by clicking Advanced Interface in the left navigation and clicking the New KC button on the toolbar. Basic User accounts are given the Administrator role for any Knowledge Center they create. System Administrator users have administrative rights over all Knowledge Centers, including Knowledge Centers in the Personal and Teams Community.

Basic Users have full access to the default Personal and Teams Community. Within this Community you can create a new Knowledge Center, add new files, and control the security of all Knowledge Centers and folders that you create.

Every Basic User has his or her own Personal and Teams Community. One Basic User cannot view files and folders in another Basic User's Personal and Teams community unless the files and folders have been explicitly shared. System Administrators have administrator rights to all content in the Personal and Teams community, but will not see other users' content in the interface unless it is explicitly shared.

Apart from files that reside within the Personal and Teams community, Document Administrators can grant Basic User accounts access to Knowledge Centers and folders that reside in other communities. The three different Document Management roles (access levels) are: Administrator, Author, and Read-Only.

When a Knowledge Center is created, it can be assigned Low, Medium, High, or Custom security. With Low Security, all documents default to Read Only access for all users. When a document is in a Low Security Knowledge Center it can be accessed by Basic User accounts, it appears in search results, and it can be viewed by any user account (including an anonymous or guest user account) by typing the document's intuitive URL.

Medium security Knowledge Centers require the explicit assignment of rights to the users and groups that have access to the Knowledge Center. The Knowledge Center is included in user and group searches; and file updates and uploads are posted without approval.

High security Knowledge Centers require the explicit assignment rights to users and groups that have access to the Knowledge Center. It is not included in user and group searches. All file updates and uploads require approval.

Basic User accounts can delete, rename, view download statistics, change approval options, set file expiration options, change the security settings, add or remove users, and add or remove groups for Knowledge Centers (KCs) that they create. These options are displayed in the Advanced Interface by selecting the parent Community for the KC, then selecting the checkbox next to the KC; which enables the Properties button. Click Properties in the toolbar.

See also: Document Management Roles and Security and Knowledge Center Security

System View

Basic users can be given the right to view the System Administration console.

See also: System Administration Security

Preferences

A Basic User can select your preferred time zone, language, calendar settings by clicking the Preferences button on the toolbar. The System Administrator can override your preferred settings through the Administration Console.

Alerts

All portal and email notifications issued by the application can be configured by Basic User and System Administrator accounts. The server administrator can configure email notification settings for the entire site, but each individual user can override these settings for their own account.

A Basic User account can select a component to display its associated alerts (the alert type). Selecting an alert type displays its associated alert rules, which can be edited.

See also: Notifications

Tempo

The following user rights are available to viewers of the Tempo interface:

Ability System Administrator Basic User
View public events (events that are not targeted to any specific user). Yes Yes
View events targeted to a group the user belongs to. Yes Yes
View posts added by users the user is following. Yes Yes
Search for posts added by users the user does not have viewer rights to. Yes No
Post to his or her followers. Yes Yes
Post a comment on any visible feed entry. Yes Yes
Send a message to everyone. Yes No
Send a message to a user he or she does not have viewer rights to. Yes No
Send a message to a Tempo Message Audience Group the user is a part of. Yes Yes
Create a task for a user the user does not have viewer rights to. Yes No
View tasks assigned to the user or sent by the user. Yes Yes
View tasks assigned to other users. No No
Give kudos to other users. Yes Yes
View kudos given to other users. Yes Yes
View an action without view rights to the associated process model. Yes Yes
Take an action that is in a viewable process model and application. Yes Yes
Take an action without view rights to the associated process model. No No
Open a case without view rights to the associated process model. No No
View his or her own profile. Yes Yes
View a profile of a user they do not have viewer rights to. Yes No

NOTE: System Administrators have viewer rights to all users.

Appian Designer

Appian Designer is the modern interface for designing applications. Please see Get Started with Appian Designer for more information on using Appian Designer.

Uploading a User Photo

System administrators can upload user photos for other users using the following steps. End users can, however, upload their own user photos from their User record in Tempo.

To upload a user's photo as a system admin, complete the following:

  1. From the People tab in the /designer, search for and select the user.
  2. From the User Details page, click Upload Picture on the toolbar. The Upload Picture dialog box is displayed.
  3. Click the Browse button to select a JPG image for uploading.
  4. Click Upload. The selected image is cropped to a size of 80 pixels high and 60 pixels wide if it is too large.

Starring Users and Groups

The star option appears next to users listed in the search results of the People tab.

  • To add a user or group to your starred list, click the star that appears next to the name.
  • To remove a user or group from your starred list, click the star again.

Once a user or group has been added to your starred list, you can access the user or group by selecting Starred Users or Starred Groups from the search list. You can also move between any of the options on the display list without losing your search results.

Unlocking a User Account

Only system administrators can unlock user accounts. When a user account is locked according to a password policy (such as having too many failed log in attempts within the designated time frame) the Unlock User button is displayed on the user's profile: Image:Unlock_user_button.png

To unlock a user, complete the following:

  1. From the People tab in the /designer, search for and select the user.
  2. Click Unlock User to permit additional attempts for the user account.
    • The following message is displayed: This user account has been locked due to failed login attempts. Are you sure you want to unlock this user account immediately?
  3. Click OK. Clicking OK immediately breaks the lock and allows the user to login on the next attempt.

Adding Users to Groups

When viewing the Group Details, you can add group members (both users and groups) individually, add group administrators individually, or define rules that automatically add users that meet certain criteria.

See also: Group Details and Configuring Security for Groups

Adding Group Members Individually

To add group members individually, complete the following:

  1. Click Add Users on the Members tab of the group details view. The Choose Users combination box is displayed.
  2. Browse for users by selecting a group that the user belongs to, or type the username in the autocomplete field — OR — Click the Search tab of the Choose Users dialog box to search for a user by username, first name, or last name.

When saved, these changes are automatically reflected to logged-in users.

Adding Groups to a Group

To add groups to a group, complete the following:

  1. Click Add Groups on the Members tab of the group details view. The Choose Groups combination box is displayed.
  2. Browse for groups, or type the group's name in the autocomplete field — OR — Click the Search tab of the Choose Groups dialog box to search for a group by name.

When saved, these changes are reflected to users when they log back into the system.

Adding Group Administrators

To add users as a group adminstrator to a group, complete the following:

  1. Assign users administrative rights for the group by clicking Add Users on the Administrators tab of the group details view — OR — Click Add Groups to select a desired group of users. The Choose Users combination box is displayed.

When saved, these changes are automatically reflected to logged-in users.

Defining a Rule for Adding Users

You can create rules for adding users and adding groups.

To define a rule that adds individual users, complete the following:

  1. From the Group Details view, click the Rules tab. The Edit group membership rules page is displayed.
  2. Click add users. Two lists and a text field appear for you to define the rule parameters.
    • The first list displays the following properties from the user's profile:
      • Username
      • First name
      • Middle name
      • Last name
      • Preferred name
      • E-mail
      • Office phone
      • Mobile phone
      • Home phone
      • Address 1
      • Address 2
      • Address 3
      • City
      • State
      • Province
      • Zipcode
      • Country
      • User Type
      • Title
      • Supervisor Name
      • Field01 - Field10
  3. In the first field, select the user's profile property you want to match in your rule.
  4. In the second field, select one of the following comparison operators:
    • equals
    • does not equal
    • contains
    • starts with
    • ends with
  5. In the third field, type the value you want to use for your comparison.
  6. To add another condition to the rule, click more.
  7. Click done to list the rule on this page. When listed, the rule displays options to edit the rule, delete the rule, create a new rule to add users, or create a new rule to add groups.
  8. Click Apply. Users are automatically added to your group according to the rule parameters you've defined.

When saved, these changes are reflected to users when they log back into the system.

Rules are case-sensitive and take priority over members added explicitly.

The same attribute cannot be used more than once in a rule. For example, username like a* AND username like *b.

Dates must be entered in the format M/d/yyyy.

Adding All Users

If you want to add all users in the system to a group, use the following rule:

Username equals *

When saved, these changes are reflected to users when they log back into the system.

Defining a Rule for Adding Groups to a Group

  1. From the Group Details view, click the Rules tab. The Edit group membership rules page is displayed.
  2. Click add groups. The choose a type list appears.
  3. Select Custom, Departments, or Teams from the choose a type list. Two lists and a text field appear for you to define the rule parameters.
  4. Select one of the following group properties from the first list:
    • Name
    • Group Type Name
    • Parent Group's Name
    • Group Security Type
    • Group Creator's Username
  5. In the second field, select one of the following comparison operators:
    • equals
    • does not equal
    • contains
    • starts with
    • ends with
  6. In the third field, type the value you want to use for your comparison.
  7. To add another condition to the rule, click more.
  8. Click done to list the rule on this page. When listed, the rule displays options to edit the rule, delete the rule, create a new rule to add users, or create a new rule to add groups.
  9. Click Apply. Users are automatically added to your group according to the rule parameters you've defined.

See also: Comparison Operators

When saved, these changes are reflected to users when they log back into the system.

Configuring Users for Tempo

All users can add posts to the News feed. All users can also send messages targeted to specific users if they have viewer rights to them.

The list of groups available for a user to send a message to, however, is configured using the Tempo Message Audience Groups and the Tempo Global Message Authors system groups.

  • Tempo Message Audience Groups: Determines which groups users can target for messages. Groups added to this system group will display as options when a user is creating a message if that user has rights to view that group.
  • Tempo Global Message Authors: Determines which users can target messages to Everyone. Users added to this system group can select the Everyone group when creating messages.

NOTE: Any users or groups added to these system groups also gain the same functionality within Appian for Mobile Devices applications.

Adding Groups to Tempo Message Audience Groups

NOTE: Before adding a new group to receive Tempo messages, consider whether existing groups can be used instead.

See also: Tempo Best Practices

Initially, only a System Administrator can access the Tempo Message Audience Groups, add/remove groups to it, and add group administrators for it.

Only Public and Restricted groups can be added to the Tempo Message Audience Groups system group. Each group added becomes available for its members to select and send messages to it on the News Feed. Whether or not non-members can select the enabled groups or see messages sent to these groups depends on the security settings for the group and message.

  • Public Groups: If the group is Public, all users can see and send messages to the group. If the message is open, all users can search for and see it in their News feed. If the message is locked, only members of the group and the message author can search for and see it in their News feed.
  • Restricted Groups: If the group is Restricted, only members and administrators are able to see and send messages to the group. If the message is open, all users can search for and see it in their News feed, but the group name displays as [Group Name Not Available] for non-members. If the message is locked, only members of the group and the message author can search for and see it in their News feed and the group name displays correctly.

To avoid confusion for your users that may see [Group Name Not Available], you may want to limit the number of Restricted groups added to Tempo Message Audience Groups.

See also: Send a Message

To add a group to the Tempo Message Audience Groups, complete the following:

  1. In the Designer, select the People tab.
  2. Type Tempo Message Audience Groups in the Search field — or — from the list in the left navigation, select All Groups, expand the Custom folder, and select Tempo Message Audience Groups.
  3. From the toolbar, select Add Groups. The Choose Groups dialog box is displayed.
  4. Select a group (or multiple groups in a semi-colon separated list) that you want to enable for message targeting.
  5. Click OK.

The selected group(s) are listed as members of Tempo Message Audience Groups. When saved, these changes are reflected to users when they log back into the system.

NOTE: Only groups are recognized in this system group. If you add any individual users as members of this group, they are ignored.

Adding Users to Tempo Global Message Authors

Adding a user or group to the Tempo Global Message Authors system group gives those users the option to select the Everyone group as the target audience when sending messages on the News feed.

  • The Everyone group contains all active users in the system.

Initially, only a System Administrator can access the Tempo Global Message Authors system group to add or remove groups to it and add other users as administrators.

To add users and groups to the Tempo Global Message Authors Group, complete the following:

  1. In the Designer Interface, select the People tab.
  2. Type Tempo Message Audience Groups in the Search field — OR — from the list in the left navigation, select All Groups, expand the Custom folder, and select Tempo Global Message Authors.
  3. To add groups, select Add Groups on the toolbar. The Choose Groups dialog box is displayed.
  4. Select a group (or multiple groups in a semi-colon separated list) that you want to grant the right to target messages to all users and click OK. The selected group(s) are listed as members of Tempo Global Message Authors parent group.
  5. To add users, select Add Users on the toolbar. The Choose Users dialog box is displayed.
  6. Select a user (or multiple users in a semi-colon separated list) that you want to grant the right to target messages to all users and click OK. The selected user(s) are listed as members of Tempo Global Message Authors parent group.

When saved, these changes are automatically reflected to logged-in users.

Configuring Tempo User Profiles

A directory of Appian users is available as a record type in the Tempo interface. This directory is accessible by end users by navigating to the "Users" record type in Tempo and browsing or searching the record list.

Each user in Appian has a User record, which by default has a Summary view and News and Related Actions views, just like designer-configured records. The sections below describe the aspects of this record type that you can modify and/or extend to best meet the specific needs of your organization.

  1. Edit User Record Type
  2. Modify Name and Description
  3. Modify Security
  4. Modify List View
  5. Add User Filters
  6. Add Related Actions
  7. Add Record Views
  8. UserProfile Record Fields
  9. Deploy Changes

The content below assumes a basic familiarity with record design and focuses more on the specifics of configuring the User record type. Consider familiarizing yourself with the Record Design and Records Tutorial pages before proceeding.

See also: Record Design and Records Tutorial

Edit User Record Type

Since user profiles are records, you can configure the format of user profiles by configuring the corresponding User record type. Take the following steps to do so:

  1. In the Designer environment, navigate to the System tab and from the left navigation select System Administrator Home > Data Management > Data Management.
  2. Select the Record Types tab.
  3. Find the record type named User and click on the name.

You will see the following screen, from which you can edit the record type:

image:RTDUser1.png image:RTDUser2.png

See also: Create a Record Type

Modify Name and Description

You may need to modify the name and description of the User record type, especially if you need to translate it to a different language to fit the locale of your users. The Singular Record Type Name, Plural Record Type Name, and Description fields of the User record type are all editable. If your user base speaks multiple languages, populate the fields accordingly with all relevant languages. For example:

  • Singular Record Type Name: User / Usuario
  • Plural Record Type Name: Users / Usuarios
  • Description: Directory of users / Directorio de usuarios

Modify Security

The Viewers field of the User record type is set to "All Users", which means that all users who can access Tempo can see the Users record type from the Records tab. This cannot be changed. However, you can configure the following fields that are relevant to security:

  • Auditors
  • Editors
  • Administrators

See also: Configuring Security for a Record Type

Modify List View

The record list view for the Users record type is set to use the system function a!userRecordListViewItem by default. This default list view displays the first and last names, email, office phone, and mobile phone for each user in the Users record list.

image:Default_user_record_list_view.png

You can replace the system function with your own rule that defines a different list view for the User record type. For example, you could create a rule with the following expression to display each user's city and state instead of email and phone numbers:

a!listViewItem(
  title: rf!firstName & " " & rf!lastName,
  details: rf!city & ", " & rf!state,
  image: touser(rf!username)
)

In this expression, we used record fields available in the UserProfile CDT (the source data type for the User record type) by using the rf! domain to access them. See the UserProfile Record Fields section below for the full list of record fields available in the UserProfile CDT. The above expression results in a different looking list view:

image:User_record_list_view.png

See also: a!userRecordListViewItem(), Create a Record List

Add User Filters

The User Filters field of the User record type is set to use the system function a!userRecordFacets by default. This default function contains a "Status" user filter with filter options "Active" and "Inactive", with "Active" selected by default. As a result, users see only active users in the Users record list by default. Inactive users are users whose accounts have been deactivated.

image:Default_user_record_facets.png

Removal of the default "Status" user filter is not recommended. Doing so will result in the Users record list displaying all inactive users, with no way for users to filter out the inactive users. However, you can add your own user filters in addition to the default "Status" user filter. For example, if your users span multiple countries, you could add a "Country" user filter.

To do so, create an expression rule called userRecordUserFiltersExtension. Define the rule with the following:

a!facet(
  name: "Country",
  options: {
    a!facetOption(
      id: 1,
      name: "China",
      filter: a!queryFilter(
        field: "country",
        operator: "=",
        value: "China"
      )
    ),
    a!facetOption(
      id: 2,
      name: "France",
      filter: a!queryFilter(
        field: "country",
        operator: "=",
        value: "France"
      )
    ),
    a!facetOption(
      id: 3,
      name: "United States",
      filter: a!queryFilter(
        field: "country",
        operator: "=",
        value: "USA"
      )
    )
  }
)

Now edit the User record type to modify the User Filters field to include your expression rule:

{
  a!userRecordFacets(),
  rule!userRecordUserFiltersExtension()
}

After saving the record type, you will see your new "Country" user filter in the left-hand navigation when viewing the record list.

image:User_record_facets.png

See also:

The User record type does not have any related actions defined by default, but you can add related actions to this record type just as you would any other record type. Additionally, you can configure related action shortcuts from any record view for the User record type.

You have access to the record fields in the rf! domain to define the Context Expression fields for related actions.

See also: Add a Related Action

Add Record Views

The Summary record view for the User record type is defined by default. While the Summary view is not editable, you can define additional record views to display more user information on user profiles.

Adding record to the User record type is the same as adding record views to any other record type. You have access to the record fields in the rf! domain to define the record view interfaces.

See also: Add a Record View

UserProfile Record Fields

If you edit the User record type in the Designer interface, you will notice that the Source Data Type for the record type is UserProfile. All the fields of the UserProfile CDT are available to you as record fields in the rf! domain. The fields of UserProfile are as follows:

  • active (Boolean): Indicates whether the user is active or not.
  • username (Text): The unique username with which the user logs into Appian.
  • firstName (Text): The user's first name.
  • middleName (Text): The user's middle name.
  • lastName (Text): The user's last name.
  • displayName (Text): The user's nickname.
  • email (Text): The user's email address.
  • address1 (Text): The first line of the user's address.
  • address2 (Text): The second line of the user's address.
  • address3 (Text): The third line of the user's address.
  • city (Text): The city of the user's location.
  • state (Text): The state of the user's location.
  • zipCode (Text): The zip code of the user's location.
  • province (Text): The province of the user's location.
  • country (Text): The country of the user's location.
  • phoneHome (Text): The user's home phone number.
  • phoneMobile (Text): The user's mobile phone number.
  • phoneOffice (Text): The user's office phone number.
  • supervisor (User): The user's supervisor.
  • blurb (Text): The user's blurb as provided on his/her profile Summary view.

See the previous sections for examples of how to make use of these field values for the User record type.

Deploy Changes

Once you have made changes to the User record type in one environment, you may need to deploy those changes to other environments. For example, you might make changes in a development environment that you need to deploy in a test or production environment.

The steps for deploying changes to the User record type are the same as those for deploying changes to any other record type. Simply create an application containing the User record type and any dependencies, export the application, and import it to the new environment.

See Also:

17.1

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