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User Management

Use this option to create and amend users of UniFi. Use the 'Add' button to create a new user, when you save the settings they will be sent an email with a link inviting them to complete the process. You can click on an existing user name to edit the settings for that user. There are four main types of normal users:

  • Full User - These are regular UniFi users. Restrictions on what functions and apps they can access is set by their Teams and roles as described in the next sections of the help, but the UniFi platform imposes no restrictions on what a full user can do.

  • Credit User - These users do not consume a user licence, but have restrictions on what they can do. They are only able to initiate transactions (not approve) and cannot build apps or reports. Each transaction initiated by a credit user incurs a small cost making this type of user more suitable for scenarios where you might have a large number of users initiating a small volume of transactions (e.g. occasional expense claims or annual appraisal forms).

  • Consultant User - These are users working with accredited UniFi partners who may be doing work on behalf of their clients. These users have full access rights but do not count towards the total number of user licences available.

  • Bot User - These are users that can run automated processes and are described in more detail in a separate section of the UniFi help

Normal (non-bot) users have the following fields available:

  • User Name - This is the name that the user will use to log in with. It can be their email address, their full name or any other convention you prefer.

  • Full Name - The full name of the user.

  • Email - The email address of the user - this will be used for notifications etc.

  • Provider - Set this to 'Default' if you want your users to sign in with a UniFi user name and password. Set to Microsoft or SAML to use Microsoft 365 or SAML for single sign-on (SSO). See below for more information about SSO.

  • Division - The division or department of the organisation associated with this user. These will need to have been previously created in the 'Organisations and Divisions' section of the settings.

  • System Administrator - Tick this option to give the user system administrator rights, this includes access to the audit trail data and the process engine instances which may be necessary for troubleshooting purposes.

  • Administrator - This will give the user administrator rights, which includes the ability to access all of the settings functionality.

  • Champion - A 'Champion' user will be a user who is capable of building apps and is able to assist other users in the development of UniFi across their organisation. Champions will get invites to regular training workshops and product updates so it is important they are registered as such here.

  • Sponsor - This indicates the user is considered a sponsor of the UniFi project. A sponsor is generally a member of senior management and a business decision maker who can enable the champion to develop apps.

  • Licence - Normal User licences can be either 'Full Users' or 'Credit Users'. Full users have access to as much of the systems as their security settings allow and consume one named user licence. Credit users are charged to the organisation for each transaction they participate in, but do not consume a named user licence. Credit users are therefore more suited to occasional users of UniFi, such as people who may do occasional expense claims for example.

  • Reset Password - Use this option to reset the users password and send them an email with a clickable link to log in and amend.

Roles​

Users can be assigned one or more roles from the 'Roles' tab on the left of the user management screen. Roles must have been previously created in the 'Roles and Permissions' part of 'Settings'. Roles essentially determine whether a user can access a particular app, and what they can do within it.

Members​

Teams are assigned their members from the relevant tab on the left of the user management screen, and must have been previously created in the 'Team Management' section of settings. Teams can be used in a process to determine who should be able to do a particular step of the process, e.g. approve an invoice. Often it makes sense to use teams instead of naming individual users within an app process. So, for example, if you have a group of users who can approve invoices, then create a Team of 'Invoice Approvers' and assign the relevant users to this team. This then means that if the users who can authorise invoices changes, then you can simply change the members of the team rather than having to edit the app. Also, the same team can be used across multiple apps, so you only need to change team members once rather than edit each app that uses the same user group.

Delegation​

This option can be used to delegate tasks for a specified period so tasks don't end up waiting while a user is on leave for example. Note that users can delegate their own tasks from their 'My profile' screen, but if they forget or are unable to do so an administrator can do this on their behalf from here.

Reassign​

This allows administrators to reassign tasks from one user to another, and can be used to stop tasks becoming stuck if a user is unexpectedly absent or leaves the organisation before teams or processes have been amended.

Quick Reports​

This screen has two tabs at the top:

  • Apps - This allows you to specify which apps are to be available to this user when building quick reports.
  • Report - This allows you to specify which reports are available to this user. Note that a user always has access to reports they built themselves but from this screen reports can be shared with other users.

BI​

Here you can set what BI reports are available. As with quick reports a user will always have access to the reports they have created themselves, this option is for sharing with other users.

Analysis​

This allows additional analysis dimensions to be added to the user record and can be used to store information such as a users line manager, department, start date etc. The data that can be stored here is completely flexible and can be used in reports etc. but must first be configured by an administrator using the 'User Extension' option.

Single Sign-On (SSO)

UniFi supports Single Sign-On, if your users have Microsoft 365 email accounts then they can use the 'Sign in with Microsoft' option as long as their 'Provider' in the user management has been set to 'Microsoft' and their UniFi email address matches their Microsoft 365 user name. Users will need to click on the 'Sign in with Microsoft' button, the first time they log in they will be asked for the necessary permissions to allow UniFi to authenticate. After this clicking the same button will take them straight in to UniFi if they are already logged in to their Microsoft account, if not Microsoft 365 credentials will be requested.

UniFi also supports Security Assertion Markup Language (SAML), see the SSO section in the technical reference part of this documentation for more information about configuring this.