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Users and User Groups

As the administrator, it is your responsibility to ensure that all qualified users have the correct access to CDM.

A user group is a group consisting of one or more defined individual users, identified by a single group name. Users in a user group in CDM perform similar functions, have a similar status in an organization, or require the same permissions.

Examples of user groups are Reviewers, Auditors, and Approvers. When you grant permissions to a user group, the users within the group inherit these permissions. You can then override the group permissions for an individual user. If required, you can later edit all properties of the user group. Permissions assigned to an individual user override any permissions assigned to the user through the groups that the user is assigned to.

After you open the list of qualified users or user groups, you can optionally export the data into a CSV file by right-clicking in the working space and clicking Export as .csv.

Note: By default, only the administrator can manage user group permissions. However, the administrator can grant permission to a user or user group to perform this task.

Add Users

You can add users to CDM. You can then associate the users with user groups and grant permissions to them.

Users cannot be deleted because their actions are tracked in CDM, and deletion might adversely impact audit trails.

To add a user:

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. Under Security, double-click Users. The Users tab opens in the work area.
  3. Click Home > Add > User.
  4. Specify the following credentials and details about the user.
    • User Name - The name used to log in to CDM. User Name appears as Login ID in the Users tab and the Groups tab. You cannot change the user name later.
    • Given name - The given name of the user.
    • Surname - The surname of the user.
    • Display Name - A name that is simpler and easier to remember than the user name.
    • Email Address - The company email address of the user. This address is used when an email notification is generated.
    • Password and Password Confirmation - Specify and then confirm the password for the user.
    • Active - If you want the new user to be active immediately, select this checkbox.
  5. Click OK.

You can now grant permissions to the user. If the user is part of a user group, set the common permissions for the group and then override the permissions for individual users as required.

Note: By default, only the Display Name is displayed as relevant user information throughout CDM. However, you can configure CDM to also display either the User Name or the Source from which the user name was imported if the user was imported, or both.

Add User Groups

You can add user groups to organize categories of users in CDM. When you grant or deny permissions to a user group, the users within the group inherit these permissions. You can then override the group permissions for an individual user. If required, you can later edit the properties of the user group.

User groups cannot be deleted because their actions are tracked in CDM, and deletion might adversely impact audit trails.

To add a user group:

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. Under Security, double-click Groups. The Groups tab opens in the work area.
  3. Click Home > Add > Group.
  4. Specify a name for the user group. The name must be unique.
  5. Specify a display name for the user group. The display name is one that is simpler and easier to remember than the actual name.
  6. Select the Active checkbox if you want users in this user group to be able to work in CDM immediately.
  7. You can specify a description for the user group. The description can contain a maximum of 50 characters.
  8. Click OK.

Import Users and User Groups from Microsoft Active Directory

You can import users and user groups from Microsoft™ Active Directory into CDM.

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. To define the source type, complete the following steps:
    1. Under Security, double-click Import Source.
    2. Click Home > Add > Import Source.
    3. Specify a name for your import source.
    4. From the Provider Type drop-down list, select Microsoft Active Directory.
    5. Specify the internal gateway URL and the external gateway URL.
    6. You can specify a description for the source type.
    7. Click OK.
  3. To import a user, complete the following steps:
    1. Under Security, double-click Users.
    2. Click Home > Import.
    3. Select the import source that you defined.
    4. Enter your user name and password, or click Use Server's User.
    5. Click Test Connection.
      • If the connection succeeds, the Microsoft Active Directory interface opens.
      • If the connection fails, an error message is displayed. Check with the database administrator to ensure that the database server is running and that you have the correct parameters.
    6. In Microsoft Active Directory, select a user that you want to import. When you return to CDM, you can see the imported user in the Administration > Users tab.
  4. To import a user group, complete the following steps:
    1. To select a user group, under Security, double-click Groups.
    2. Click Home > Import.
    3. Select the import source that you defined.
    4. Enter your user name and password, or click Use Server's User.
    5. Click Test Connection.
      • If the connection succeeds, the Microsoft Active Directory interface opens.
      • If the connection fails, an error message is displayed. Check with the database administrator to ensure that the database server is running and that you have the correct parameters.
    6. In Microsoft Active Directory, select a user group that you want to import. When you return to CDM, you can see the imported user group in the Administration > Groups tab.
  5. After you import a user or user group, you can set up the users to be automatically added to the Users or Groups tab. Double-click the imported user or user group and click OK.
  6. The Auto-Register property is disabled after the import is performed. You can enable it by editing the imported group. To auto-register the members of the group, select Auto-Register. If you do not select Auto-Register, you must manually select the users that are in these groups and click Import and then associate the imported users with the imported groups.

The Source column in the Users or Groups tab in the work area identifies the source for the imported users or user groups.

You can associate the imported users with user groups, grant permissions, and assign to workflows.

Convert a Classic CDM User to a IdP User

You can convert a classic CDM user to a IdP user.

This task can be performed if:

  • A modern IdP is defined.
  • The user is of type AD/LDAP or native.

To convert a classic CDM user to a IdP user:

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. Under Security, double-click Users.
  3. In the user list in the work area, right-click a user and select Set Source.
  4. The account must be updated.
    • ExternalID must be set to null.
    • ImportSource must be set to the ID of the existing Identity Provider.
    • IsAutoImported must be set to true.
  5. A prompt is displayed. Click OK.

Associate Users with a User Group

After you add users and user groups to CDM, you associate users with a user group. Users inherit the permissions set for the group, but you can override the group permissions for an individual user.

To associate users with a user group:

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. Under Security, double-click Associate Users With Groups.
  3. In the Users pane on the top, select a user that you want to add to one or more user groups.
  4. In the User Groups pane on the bottom, select the Assign checkbox for the user groups that you want the user to belong to. If you want the user to belong to all user groups, select the Assign All checkbox.
  5. Associate another user with one or more user groups.
  6. Click Home > Save.

Temporarily Remove a User's Access

You can temporarily revoke access to CDM for users at any time. For example, you might want to do so if the user is on an extended leave from the company but plans to return. You cannot delete a user permanently because the actions of users and user groups are tracked in CDM, and deletion might adversely impact audit trails.

To temporarily remove a user's access:

  1. Click the Home tab, then in the Navigation Pane, click Administration.
  2. Under Security, double-click Users.
  3. In the user list in the work area, double-click the user whose access you want to remove temporarily.
  4. Clear the Active checkbox.
  5. Click OK.

Configure User Display

You can configure the CDM.config file to set what user information is to be displayed in CDM. By default, only the Display Name is displayed as relevant user information throughout CDM. However, you can configure CDM to also display either the User Name that was entered when the user was added or the Source from which the user name was imported if the user was imported, or both.

  1. Open the CDM.config file on the computer where the CDM Server is installed. The default location is C:\inetpub\wwwroot\CertentCDM-Server\Config.
  2. Locate the UserDisplayFormat key:

    <UserDisplayFormat name="DisplayName" />.

  3. Modify the key by making these changes:
    • Add a UserName parameter to the key.
    • Add an ImportSourceName parameter to the key.

    <UserDisplayFormat name="DisplayName/UserName/ImportSourceName" />

    Note: If no parameters exist in the UserDisplayFormat key, DisplayName is used as the default.

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