Setup Guide

Introduction

After you have installed or received your Workforce Safety site, there are a few steps to take to quickly get up and running with it.

This page walks you through the remaining steps to set up Workforce Safety.

If you face any issues along the way, please contact our Workforce Safety solution support team.

Reach us by phone:

• Americas: +1 (703) 420-1311
• APAC: +61 285034152
• EMEA: +44 20 3929 3748

Reach us by email: support@appian.com

Step 1: Set up admin users

Users that you want to act as administrators should be added to the administrators group. This group receives emails when there are errors in the solution processes so that they can monitor and respond to these errors.

In order to manage users and groups that control access to Workforce Safety, these users should also be System Administrators. System Administrators are users that can manage users and have access to the Admin Console and Appian Designer.

To set up admin users as System Administrators and add them to the administrators group:

1. In your Appian environment, log in as a system administrator.
2. In the top-right corner of the page, go to the navigation menu and select Appian Designer.
3. Make sure that the User Type for the admin user is System Administrator.
   • Go to the Users tab.

   • Find and open the user.

     

   • Verify that the User Type is System Administrator. If not, select System Administrator and click Save.

     

4. Add admin users to the administrators group.
   • Go to the Applications tab and open the Workforce Safety application.

   • Find and open the Workforce Safety Administrators group.

     

   • Click ADD MEMBER.

   • Use the Users to Add picker to select the user or users, and click ADD.

     

Step 2: Update Admin Console settings

You will need to update several settings in the Admin Console, including setting the user start pages and default language. We also recommend turning on the Prompt Users to Download App setting in order to provide a quick way for users to download the mobile app.

Setting the user start page

A user start page is the default page that displays for users when they first log in to Appian. If your users will use Workforce Safety as their primary Appian site, we highly recommend setting the user start page for all of your users to either the COVID-19 Workforce Safety site or the Response Hub site.

To set the user start page:

1. In your Appian environment, log in as a system administrator.
2. In the top-right corner of the solution, go to the navigation menu and select Admin Console.
3. Under SYSTEM, select User Start Pages.
4. Set the user start page for Response Hub users.
   • Click New Start Page.
   • For Start Page URL, enter the URL for the Response Hub: https://your-appian-instance.com/suite/sites/A8DpA4P9. Replace your-appian-instance.com with your site URL.
   • For Groups, use the picker to select the Workforce Safety Command Center.
5. Set the user start page for employees.
   • Click New Start Page.
   • For Start Page URL, enter the URL for the Workforce Safety site: https://your-appian-instance.com/suite/sites/z1ck30E1. Replace your-appian-instance.com with your site URL.
   • For Groups, use the picker to select the Workforce Safety Users.

6. Click SAVE CHANGES.

   

Setting the default language

If you want users to set their default language to one of the multiple languages supported by Workforce Safety, you will need to set the language settings in the Admin Console. See Internationalization for more information on language settings.

If you only need to display the solution in English, you can skip this step.

To set the language settings:

1. In the Admin Console, under SYSTEM, select Internationalization.
2. For Enabled Languages, select one or more of the following supported languages.
   • English (US) [en_US]
   • Dutch [nl]
   • French (France) [fr_FR]
   • German [de]
   • Italian [it]
   • Spanish [es]

3. Click SAVE CHANGES.

   

Turn on the Prompt Users to Download App setting

On mobile devices, Workforce Safety works best in the Appian mobile app, instead of a mobile browser. Some organizations may even decide to create their own custom version of the Appian application with their own branding.

Whatever your case is, to help drive mobile app adoption, and create a better mobile experience for users, we recommend turning on the Prompt Users to Download App setting in the Admin Console mobile settings. Enabling this setting will prompt users to download the mobile app when they access Workforce Safety from a mobile browser.

To turn on the Prompt Users to Download App setting:

1. In the Admin Console, under SYSTEM, select Mobile.
2. Select Prompt Users to Download App. The default links to download the Appian app for iOS and Android are entered automatically.
3. If you are using a custom mobile app that you would like your users to download, enter the link to these apps in the iOS App Download Link and the Android App Download Link fields.

4. Click SAVE CHANGES.

   

Step 3: If the database name is not Appian, update the database constant

The Workforce Safety application contains an object called a constant that tells the application what the name of your database is.

First, you need to determine what the name of your database is. If it isn't jdbc/Appian, you will need to update the constant so that it uses your database's name.

To determine the name of your database:

1. In your Appian environment, log in as a system administrator.
2. In the top-right corner of the solution, go to the navigation menu and select About Appian.
3. In the Data Sources section, find the Name of the database.

4. If the name is jdbc/Appian, you can skip to Step 4. If it isn't, write down the database name and continue with this section.

   

To update the name of the database in the constant:

1. Go to the navigation menu and select Appian Designer.

   

2. At the top of the page, click OBJECTS.
3. Search for ITA_GBL_DATABASE.

4. Click ITA_GBL_DATABASE to edit the constant.

   

5. In the Value field, update the name to match the data source name from the About Appian dialog box and click SAVE.

   

Step 4: Add users and assign to groups

You likely have a lot of users to add to the Workforce Safety solution. Users can be provisioned in Appian using one of the following methods: LDAP, SAML, CSV, or manual entry.

No matter which method you use, we recommend the following best practices when provisioning users in Appian:

• Format all usernames in lowercase. This allows you to keep all the end user logins standard and avoid user confusion.
• Avoid creating duplicate users with different email addresses.

If your organization uses Microsoft's single sign-on (SSO) to authenticate users, you don’t need to add users in advance. Upon successful authentication using Microsoft, Appian will automatically create Appian user accounts for each SSO user in your organization. Note that users who need additional access, for example, response managers, single facility managers, and screeners, can only be given additional access after their accounts are created.

To get started adding users, select User Provisioning from the solution's navigation menu. This site guides you through the process of adding users to Appian using your organization's preferred method.

Add users via Lightweight Directory Access Protocol (LDAP)

LDAP authentication allows you to configure the Workforce Safety solution to authenticate users against an external directory server like Microsoft Active Directory.

If your Active Directory is publicly available, follow these steps to authenticate users:

1. Go to the Administration Console in your existing Appian environment. If you're using a trial version of Appian, go to https://xxxx.appiantrial.com/suite/admin. Be sure to replace xxxx with the alphanumeric identifier provided with your trial site.
2. Go to LDAP Authentication and follow the instructions provided.

If your Active Directory is not publicly available, please contact Appian Support to request assistance configuring a VPN connection to your endpoint. See Appian Cloud VPN Integration for more information about configuring an VPN connection for your endpoint.

Add users via SAML

SAML Authentication allows you to configure the Workforce Safety solution to authenticate users against an external SAML Identity Provider (IdP), like Microsoft ADFS or Shibboleth.

If your IdP is publicly available, then follow these steps to authenticate users:

1. Go to the Administration Console in your existing Appian environment. If you're using a trial version of Appian, go to https://xxxx.appiantrial.com/suite/admin. Be sure to replace xxxx with the alphanumeric identifier provided with your trial site.
2. Go to SAML for Single Sign-On and follow the instructions provided.

If your IdP is not publicly available, please contact Appian Support to request assistance configuring a VPN connection to your endpoint by following these steps.

Add users via a CSV file

We recommend using a CSV file to provision your users when you want to perform a bulk upload of some basic user account information. Please note that this upload process does not generate an email notification to your end users at any point during the provisioning process.

To provision users via a CSV file:

1. From the Workforce Safety navigation menu, select User Provisioning.
2. Click Upload CSV.
3. Click Use this CSV Template! to download the ENV_Import_Users_CSV_template.csv file template.
4. Enter all of your user data in the columns defined in the template.
   • Note: Do not add any additional columns or sheets to the CSV template or make changes to the file formatting.
5. Save your changes.
6. Click UPLOAD and select the CSV file you updated in step 4.
   • Note: The upload process caps out at 1000 users. Be sure to limit your batch size to 1000 rows in each run.
7. If you would like the system to send a welcome email to all of your new users, for the New User Email Preferences setting, select Yes. Otherwise select No.
8. If you selected Yes in step 7, enter the text you want new users to see in the Welcome email.
   • Note: The middle body of the email with login instructions is fixed.

SSO user accounts created with a CSV file can immediately log in to the Workforce Safety solution using Microsoft. Non-SSO user accounts created with a CSV file must reset their password before they can log in to the Workforce Safety solution. Instruct these users to perform the following steps to reset their password:

1. Click the "forgot password" link and enter your email address when prompted.
2. Click SEND EMAIL.
3. Navigate to your email account, and locate and open the Password Reset email.
4. Click the Password Reset link and follow the instructions provided.

Manually adding users

You can manually add users to Appian using the Appian Administration console in your existing Appian environment.

To manually provision users:

1. Go to the Administration Console in your existing Appian environment. If you're using a trial version of Appian, go to https://xxxx.appiantrial.com/suite/admin. Be sure to replace xxxx with the alphanumeric identified provided with your trial site.
2. Go to User Management and follow the instructions provided.

Manually adding SSO vs. Non-SSO users

If you use this method to add SSO users, you must enter a temporary password for each user you add. This will ensure that users do not receive an email notification with a temporary password. Note that if you forget to set a temporary password, the user will immediately receive an email notification with a temporary password that does not work because Appian expects SSO users to authenticate using Microsoft.

If you use this method to add non-SSO users, you can enter a temporary password or leave it blank.

If you enter a temporary password for users that manually add, instruct affected users to perform the following steps to reset their password:

1. Click the "forgot password" link and enter your email address when prompted.
2. Click SEND EMAIL.
3. Navigate to your email account, and locate and open the Password Reset email.
4. Click the Password Reset link and follow the instructions provided.

If you have questions or need assistance, contact Appian Support.

After you are done adding users, follow the instructions on the site to add users to groups to grant them access to the parts of the solution they will need.

Step 5: Configure the site for your organization

After you've added members to the response managers group, they can log in and customize with information relevant to your organization.

Follow the instructions on the Configure the Site page to configure Workforce Safety.

Step 6: Launch solution

Once all of the above steps are complete, you can notify your users to start using Workforce Safety. Reach out to Appian Support at any time if you have any questions.

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