User Configuration

Within the System Admin > Users & Roles  area, Superusers have the ability to create new user accounts and edit existing user accounts for their Licence Provider.  

This type of Login is considered to be an 'Internal User'.  Also refer to the DMS 'External User' that does not need this configuration.

The table displays a row for each user the columns are:

• Active - the user icon indicates if the user account is active or not.  Click to activate/deactivate account.
• Locked - the padlock icon indicates if the user account is locked or not.  Click to lock/unlock account.
• Name - The users' name constructing as Surname, First Nam
• Username - displays the users' user name and their email address
• Login - Shows the number of times a user has logged in, the date of their last login and how long it has been since they last changed their password
• Edit - Opens the user profile information window
• Roles - opens the Role window

Add New User

To create a new user, click on the '+ Add New User' button.

• Username - Enter the username of the new user. This must be unique.

• Password - A default password can be either entered here or chosen by the user by selected the 'Forgotten Password' link on the homepage.
  
  

  Note

  Note: Password settings
  If the password setting for your organisation is Strong then the password requirement is (greater or equal to) 8 characters (mixed case), plus alphanumeric or alt characters.
  If the password setting for your organisation is Very Strong then the password requirement is (greater or equal to) 12 characters (mixed case), plus and alphanumeric or alt characters. 

• PIN Number - This applies a PIN number to a user Proxy Sign Off for BIMXtra forms.

• Forename - The new user's forename(s).
• Surname - The new user's surname.
• Email Address - The new user's email address.
• License Provider - The license pool the new user will be allocated to.  Superusers can only allocate users to their own Licence Provider.
• User Company - The users Company, which controls access to projects and information in various parts of the system.  
• Project Access Company - The Company group which the user is controlled under.  Superusers can update the user records and roles of all users in companies listed in their Project Access list.  FormBuilder version 2 roles can publish forms to projects that have a Project Access the same as the user Project Access.  Superusers can also see all projects with their Project Access on the project selection page.
• Department - The department employing the user.
• Position - The user's position within the company.
• Address: Enter the user's working address. 

• Phone: Enter the user's phone number and mobile number here.

• Comment: A comment may be added to the user account. This will be auto-populated with a comment and associated date if a user locks their account.

• Is Active:  Shows whether the User Account is Active and can access BIMXtra.  Deactivated accounts cannot login to BIMXtra.  If a user incorrectly enters their password 3 times, their account will be deactivated and a superuser  will need to select this option again to re-activate them.
  

Note: Individual users can change their own account details using the User Profile page, including changing password and PIN nos.

Save User Configuration

All edits to User Configuration must be Saved before the window is closed.

Editing User Roles

To edit a User's Roles for a project click on the roles hyperlink to open the Roles panel.  For a normal user to be granted access to a project they must be specifically allocated to project roles in this panel.  Superusers have some access to projects for which they have Project Access for.

• Selected Projects : Search for and Select the project to configure.  Projects listed here are in the configuring user's Project Access listing.
  • Menu item shortcuts allow directly selecting the Current project, Favourite or Recent Projects.
• Apply:  Apply the selected predefined Template of Roles to the user for currently selected Project.
• Roles:  Select roles to apply to the user for the currently selected Project.  Refer to User Roles for details.

Remove User Roles

To remove User roles on a project. Their Project Access settings will need to be deselected from the specific Project roles in this panel against the respective Project.

This will impact on all Approvals, Forms, Distributions & Workflows etc. that the user may be part of. This will need to considered prior to User removal from the project. Many actions can be overridden by Superuser and DMS admins ie. Security as set in a Form may limit this.

Role Templates

Templates of configured roles can be saved and applied to user at a later stage. 

Apply the selected Role Template to the currently selected project for the configured user.

Edit the Role Templates.  The Role Templates panel enables configuration of Templates that are saved for the current project. Templates can also be copied across from other projects.

Edit the Template configured roles.  Select the roles required and press to save.  Cancel Template edit without saving any updates. 

Delete the Role Template from the current project configuration. 

Select a project to copy the Role Templates across from.  Any Templates with the same name will be overwritten in the current project, while any new Templates will be copied in.

Select the project to copy the Role Templates from.

New User Email Notification

Sends a welcome email to the User giving details and links to login

Add User to Project Email Notification

As an existing or new user is added to a project the user will receive an email confirming their project access

Filtering the user list

The user list can be filtered for a specific company using the User Company drop down box

The user list can be filtered for Active or Locked accounts using the status combobox

once you have set the desired filtering criteria click on the filter button to display the result

To reset the filter restulst click on Reset

Search the user list

The user list can be searched using  email addresses and usernames values

Active / Non Active Account Status

User accounts must be Active in order to log in and use BIMXtra and any apps.  De-Activated accounts are not allowed to log in.  Only Superusers can change the Active/De-Active status of user accounts.

To change the Active status of a user select the icon next to the users name .  Icons with a strike-through text effect are De-Activated:

You can also refer to the Active option in the Account Edit page.

Locked / Unlocked Account Status

BIMXtra's security policy will lock any user's account if they enter an incorrect password five times.  Refer to Reset locked account for further details.

Should this happen, a Superuser under the same company has the ability to unlock the account by going to the new user configuration page, click edit and then remove the tick from the locked window.

User Audit Reports (Admin)

For admin users, there are 3 user Audit reports

User Audit Report

Gives details of all User Role edits for the current project.  If there is no project selected, ie User Page launched from Project Selection Page, then the Global User Roles are shown in the Audit report.

User Roles

Give details of all roles for projects given to the currently selected users

User Project Access

Gives details of all projects the User has Project Access to

Company/Manufacturer/Client Mgmt

Within the System Admin > Company/Manufacturer/Client Mgmt  area, certain select Superusers have the ability to add new companies.

The table displays a row for each company the columns are:

• Name - Company Name
• Abbreviation - The Company abbreviation used for this company 
• Address - The Address for this Company
• Phone - The contact Phone Number for this Company
• Email - The default contact Email Address for this Company
• URL - The web address for this Company
• Active Users - Shows the number of Active users on BIMXtra within this Company
• Inactive Users - Show the number of Inactive users on BIMXtra within this Company
• Updated Date - Records the date of the last change to this Company record
• Updated by - Names the user who last made a change to this Company record
• Active - Shows if this Company is currently Active on BIMXtra
• Edit - Allows access to the Company Record to update any of the above fields

Add New Company

To add a new company, click on the '+ Add New Company' button.

This will open the 'Company Edit' window

The fields to be populated are self-explanatory

• Name - Company Name
• Address - The Address details for the Company - there are only three lines for this, so it may be necessary to use a comma to put multiple details on one line
• Town - The Postal Town for the Company
• County - The County the Company is based in
• Postcode - The Postcode for the Company - this must be valid, as it is used for geo-location
• 'Lookup' button - This should be pressed after entering the 'Postcode', as it will provide the geo-location co-ordinates
  • You will recieve a message if the 'Postcode' value entered previously was incorrect
  • 
• Telephone - The contact Phone Number for the Company
• URL - The web address for the company (i.e. http://www.clearboxbim.com)
• Email - The default contact Email Address for the Company
• Abbreviation - The Company abbreviation used for the Company (this may be any combination of letters)
• Active - This toggle allows the Company to be made Active/Inactive on BIMXtra

Once all the fields you have information for have been populated, the 'Update' button should be pressed to save the Company details

The 'Cancel' button will cancel and prevent the addition of the company information entered. 

Export

The 'Export' button will produce an Excel spreadsheet of all the Company Information

Map

The 'Map' button changes the view to a map which can be zoomed in/out of, showing a pin where each business is based. 

Any pin can be clicked on/hovered over to show the business

To exit the 'Map View' you will need to use the 'back' button on your browser

Searching the Company list

The Company list can be searched by name using the search function for any of the fields for the Company

It is advisable to do this before adding a company, as the companies are across the BIMXtra.com or Kier.BIMXtra system and may be operating in areas or on Projects other than your own.

There is a toggle for only showing 'Active' Companies

A serach can be cleared using the 'Clear' button