Overview of the Users Section

Table of Contents
1. Overview
    1.1. Navigating to the Users Section
    1.2. Viewing and Managing Users
    1.3. Inviting Users to WorkSpan
    1.4. Viewing and Editing User Details
    1.5. Managing Roles and Permissions
    1.6. Suspending and Restoring Users
    1.7. Granting Access to Key Components
    1.8. Viewing Accessible Objects
    1.9. Managing Object Access
2. Manage Members: Clone, Replace, Revoke User Access
    2.1. Key Operations
    2.2. Additional Details
    2.3. Steps to be followed

1. Overview

As an Administrator in WorkSpan, access to the Users section under the Companies menu provides you with the tools you need to manage user accounts associated with your organization. Here is a detailed overview of the functionalities.

1.1. Navigating to the Users Section

Follow the steps below to navigate to the User Section:
Step 1:Click on the profile picture or icon in the top-right corner of the WorkSpan interface.
Step 2:Select “My Company Profile” from the dropdown menu.
Step 3: Under the “My Company” section, navigate to “Users.”

1.2. Viewing and Managing Users

Follow the steps below to manage your users:
Step 1: In the Users section, you can view the list of all users from your company and partner companies who have been invited to the WorkSpan network.
Step 2: Review each user's name, email, and status:

Invited: The user has been invited but has not yet registered.
Registered: The user has registered but has not yet activated their account.
Active: The user is fully active and can access WorkSpan.
Locked: The user's account is locked, and they cannot log in.

1.3. Inviting Users to WorkSpan

WorkSpan enables seamless collaboration with colleagues and partners of your own company. To bring a new company into the WorkSpan network, you need to invite a user from that company. Follow the steps available here. 

1.4. Viewing and Editing User Details

Follow the steps below to edit the user details:
Step 1: Click on a specific user from the Users list to open the user details page.
Step 2: View the list of sections, such as the Sales Plan, Opportunities, Activities, etc., that are accessible to the user.

1.5. Managing Roles and Permissions

Granting role permissions helps assign specific permissions to users within your Company. The following steps will help you grant the desired role to your Company users. 
Step 1: Find the Set Role dropdown on the user details page.
Step 2: Select the desired role. 
--> Company Admin: Grants access to manage Employees and Settings sections.
--> Partner Admin: Allows handling partnership requests but not managing Employees and Settings.

Step 3: Upon choosing the desired role, you will see a notification that states, “The Role changed to Partner Admin.”

1.6. Suspending and Restoring Users

Suspending and restoring users refers to the administrative actions of temporarily disabling a user's access to the system and subsequently re-enabling it when necessary. 
--> Suspending Users: This action temporarily deactivates a user's account. The user will not be able to log in or access the system while suspended.
--> Restoring Users: This action reactivates a previously suspended account, allowing the user to log in and access the system again.
Follow the steps below:
Step 1: On the respective user details page, click the Suspend button to lock the user’s account.

Step 2: Click the Suspend button in the dialog box to confirm.

Step 3: After suspending, you will notice that the user’s profile is Locked. You can click the Restore button to restore a suspended user.

1.7. Granting Access to Key Components

Granting access to components such as opportunities, sales plans, accounts, etc., involves providing users with the necessary permissions to view, edit, or manage these specific elements within a system. Here are the steps,

 The following steps describe how to manually manage access and permissions. 

--> For larger user bases, automated flows are available, including SCIM APIs and Access Policies, which are generally preferred for efficiency. 
--> The choice of method depends on customer preference.

Step 1: Click the Grant Access button on the user details page.

Step 2: In the pop-up window, select the category, choose the object, and the desired access level.

Step 3: You can also add multiple objects if needed by clicking Add Another.
Step 4: Click Execute to grant access.

1.8. Viewing Accessible Objects

Object Categories: Lists all categories and counts of objects accessible to the user.
Object Details: For each object, view WS ID, name, description, access level, and how the user was added.

1.9. Managing Object Access

You can control and regulate permissions for users to view, edit, or manage specific components within a system, such as specific opportunities, specific sales plans, and other relevant objects. Here is a list of actions that you can perform. 

1. Change Access: Change the user’s access level for selected objects.

Step 1: Select the object(s) using the checkboxes.
Step 2: Click Change Access and choose the new access level.
Step 3: On the dialog box, choose the access and click Execute.  

2. Duplicate Access: Duplicate the user's access to specified objects for other users.

Step 1:Select the object(s) using the checkboxes.
Step 2: Click Duplicate Access and specify the users.
Step 3: Within the dialog box, choose the user and click Execute.  

3. Revoke Access: Remove the user's access from selected objects.

Step 1: Select the object(s) using the checkboxes.
Step 2: Click Revoke Access.

Step 3: Within the dialog box, click Execute.  

4. Replace Access: Transfer the user's access to other users.

Step 1: Select the object(s) using the checkboxes.
Step 2: Click Replace Access and specify the replacement users.
Step 3: Choose the user on the dialog box and click Execute. 

Each of these sections provides comprehensive management capabilities for handling user accounts and their access within WorkSpan, enhancing collaboration and security within your company and with partners.

2. Manage Members: Clone, Replace or Revoke User Access

Managing user access is crucial as roles change, employees leave, and new users join. The "Manage Members feature allows you to efficiently handle these transitions for campaigns, programs, solutions, sales plans, opportunities, tasks, assets, and more.
Step 1: Under the User section, click on Manage Members.

2.1. Key Operations

1. Clone Access:  Add Person-B wherever Person-A exists: This option mirrors Person-A's access rights for Person-B, granting them access to all elements Person-A can access.
2. Replace Access: Replace Person-A with Person-B: Person-B receives all access rights that Person-A had, and Person-A's access is removed.
3. Revoke Access: Remove selected access from Person-A: This option revokes Person-A's access to the specified objects.

2.2. Additional Details

Specify Object Types: Choose the types of objects where you want to update access.
Narrow Down Selection: Apply access changes to objects updated within the last 1 month, 3 months, 6 months, or 12 months.
Direct Invitation or Addition: Changes apply only to objects where User A is directly invited or added.

For further assistance, see:

How to copy access rights?

2.3. Steps to be followed

Step 1: Enter the required information in the Manage Members dialog box and click Execute.