Manage Users and Organizations
This content applies solely to Process Mining, which must be purchased separately from the Appian base platform.

Only Super Admins and User Admins have access to this functionality.

Many companies operate in distinct business units that have unique concerns, motivations, and goals. These groups often work with different information, which may be sensitive. To help focus and secure the data within Mining Prep and Process Mining, you can organize individual users into organizations. You can then control what these organizations—and their users—have access to.

This page discusses how to manage both users and organizations in Mining Prep and Process Mining. Mining Prep and Process Mining share user accounts and organizations, but user management occurs in Process Mining.

User Management page

In the Process Mining menu, click User management to access settings for both users and organizations.

pm-user-mgmt.png

The User Management page is divided in two tables: Organizations and Users. From here, you can add, edit, or delete both organizations and users.

Organizations

An organization represents a group of users with similar privileges to access information in Mining Prep and Process Mining. Organizations are separate and distinct from each other; neither content nor users can be shared between organizations. A user accesses content that's made available to them or to their organization as a whole. It's not possible to share something with an organization other than the one you belong to.

Example: Your company has three main departments who will need access to Process Mining: finance, operations, and fulfillment. You'll create an organization for each of these departments. After you add users to the organizations, they can share content like logs and dashboards with each other. However, a user in the operations organization won't be able to share content with a user in the legal organization.

In the Organizations table, all organizations are listed by name, realm, and number of users. You can use the search function above the table to find a specific organization. By default, five organizations appear on each page. You can change the number of items per page and navigate between pages using the options at the bottom of the table.

You can share the following content with organizations:

Realms

When you create an organization, the system automatically creates a realm for that organization using the same name. A user will need to specify their realm when they log in. When creating the realm, the system uses the same name as the organization. It removes special characters and replaces spaces with underscores. For example, an organization named Miller & Parker will have a realm named miller___parker.

Add an organization

Mining Prep and Process Mining share organizations. If you create an organization in Process Mining, that organization and its membership is also shared.

To add a new organization in Process Mining:

  1. Go to the User Management page.
  2. Click ADD ORGANIZATION.
  3. Type a Name for the organization. You won't be able to edit an organization's details after you create it.
  4. Click CREATE ORGANIZATION.

pm-create-org

Delete an organization

If you delete an organization, all users within the organization are deleted as well.

  1. Go to the User Management page.
  2. Locate the organization in the table.
  3. Click the radio button to select it.
  4. Click DELETE ORGANIZATION. This action is permanent.

Users

The Users table lists all users with their email address and role. Use the search function above the table to find a specific user. By default, five users appear on each page. You can change the number of items per page and navigate between pages using the options at the bottom of the table.

Users can't exist in Mining Prep or Process Mining outside of an organization, and a user can only belong to one organization. To add, edit, or delete a user, you need to be a Super Admin or a User Admin within the organization where you're managing users.

User roles

A user's role determines what they are able to do in Mining Prep and Process Mining. The user's organization determines the content they can see, while the role determines how they can act on that content. For example, an Analyst in the Finance organization can see the models, logs, and dashboards shared with Finance, but they can't add users to their organization.

Process Mining includes the following user roles and privileges:

  • Viewer: This user can only use logs and resources that were shared with them or their organization. They have view access to logs. This user can't see, create, edit, or delete logs or resources, nor can they create data.
  • Analyst: This user can upload logs and resources; share resources and logs across their organization; and delete their own data. Full range of functionalities, except for the Shiny Dashboard. This user can't see, create, edit, or delete users.
  • Advanced Analyst: This user has all the same privileges as the Analyst, but can also upload advanced dashboards and connect them to logs.
  • User Admin: This user has universal rights for the organization they belong to. They have all the same privileges as an Analyst, but can also see, create, edit, or delete users. User admins can only create users with roles of Viewer, Analyst, and User Admin.
  • Super Admin: This user has universal privileges in Mining Prep and Process Mining.

If you do not see all available roles, not all roles may be enabled for your organization.

Mining Prep users without admin roles can create, read, update, delete, and share data sources, transformations, and loading.

The following table summarizes capabilities in different areas of Process Mining for each user role:

  Viewer Analyst Advanced Analyst User Admin Super Admin
Logs Read shared logs Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Models Read shared models Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Analysis and Filter Create, read, update, delete Create, read, update, delete Create, read, update, delete Create, read, update, delete Create, read, update, delete
Filters Read Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Dashboard Read Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Process Scorecards Read shared scorecards Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Advanced Dashboard Read Read Create, read, update, delete, share (via API) Read Read
Target durations Read Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Working schedules Read Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share Create, read, update, delete, share
Users None None None Create, read, update, delete, share Create, read, update, delete, share
Organizations None None None Read Create, read, update, delete

Add a user

Mining Prep and Process Mining share user accounts. If you create a user account in Process Mining, that user can log into Mining Prep with the same credentials. Their organization membership is also shared.

A user's organization is determined by the organization you have selected when you create their account. You can't change a user's organization after you create their account. Confirm you have the correct organization selected before you begin.

To add a new user in Process Mining:

  1. Go to the User Management page.
  2. In the Organizations table, choose the organization where you want to add the user. The list of users changes based on your selection.
  3. In the Users table, click ADD USER.
  4. Type the user's email address in the Email field. If you want to create multiple users, separate the email addresses using a comma or semicolon.
  5. Select the user role to assign to this user.
  6. Click CREATE USER.

Process Mining sends the new user a welcome email asking them to login to verify their email, reset their password, and accept the terms and conditions.

pm-create-user

Password management

New users are prompted to change their passwords when they first log in. User passwords must meet the following minimum requirements:

  • 8 characters long
  • 1 uppercase letter
  • 1 lowercase letter
  • 1 number
  • 1 special character

If a user forgets their password, they can request to reset it from the login page. They will receive an email with a link to change their password.

Edit a user

You can edit a user's basic information and settings from the User Management page. You can't change the organization a user belongs to. To move a user from one organization to another, you need to recreate their user account within that organization.

To edit a user account:

  1. Go to the User Management page.
  2. Locate the user in the table.
  3. Click the pencil icon in the user's row.
  4. Change the user's Email, Preferred Language, or Current Role.
  5. Click SAVE.

Delete a user

Deleting a user permanently removes their account from Mining Prep and Process Mining.

To delete a user in Process Mining:

  1. Go to the User Management page.
  2. Locate the user in the table.
  3. Click the checkbox in the user's row.
  4. Click DELETE SELECTED USERS.

View your user settings

To find your own user settings, click Edit Profile in the side menu bar. Here, you can change your preferred language and view, copy, or renew the API Key that is associated with your profile.

API Key: User Settings

  • To copy your API key, click Copy API Key Copy API Key icon.
  • To renew your API key, click Renew API Key Renew API Key icon.

When you renew your API Key, the previous key is disabled from further use. You will need to update any references to the old API key.

Open in Github Built: Mon, Aug 08, 2022 (02:46:26 PM)

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