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Users and Roles
Define process participants and their roles.
Difference between Administrator and Business Analyst roles
Administrator Users associated to Administrator role will have access to all sections of the account. They'll also have access to all ongoing and finalized process instances. They can: Access every process instance ever created. Create, edit and delete processes Give permission to edit a process Give permission to access the Metrics & Reports generated from a process. Invite, edit and delete users. Create, edit and delete roles. Create, edit and delete custom reports
How to allow people outside Flokzu to participate on a process?
People outside Flokzu can interact in two different stages of any process. By starting the process through a public form or at intermediate stages through the interaction with external participants. Public Form The public form allows people outside your organization to launch a process instance, which will then follow the flow you've defined. Them do not allow people outside your organization to interact at intermediate stages of the process instance. For more information about p
Substituting another user (email alias)
We have already seen how to define an email alias for a user. In this post we'll analyse some aspects to bear in mind when a user is substituted through assigning him/her an email alias. What can the substitute do? Each time that a task is assigned to the main user, the substitute user will be notified that a new task has been assigned to him/her. Additionally, the substitute user will be able to complete the task through his/her email, by clicking on any of the decisions that have been
How can I invite users to join my account?
To invite a user to join your Flokzu account, first go the ‘User Management’ section on the side menu. Then, click on ‘Invite Users’ and enter the email address of the person you want to invite. Invited users will receive an email to their email address.
What is a 'role'? How many roles are there by default?
Roles are a way of grouping the users of your organization. You can use roles to group them by their position (e.g. Manager, Auditor, Sales Agent); by their location (HR, Management, Warehouse); or by any other criteria you see fit. In Flokzu
What is a 'user'?
A user is any person who has been invited to the Flokzu account of your organization. Users will need to confirm their invitation so that they can access the account. However, you can assign tasks and roles to users that have not yet accepted your invitation.
Grant permissions over processes to non-admin users/roles
Users with Administrator permission can grant permissions to a regular user (not an Administrator or Business Analyst), over a specific process. The two kinds of permissions available are: Permissions to Edit the process and Permissions to Access the Metrics & Reports generated by that process. If you give permission to edit a process to a user/role, the tab My Processes will be available in the left-side menu only for that user/role
How can I assign roles to users?
There are two ways to assign a role to a user: starting from the role or from the user profile. The first alternative is useful if you want to assign the same role to multiple users. The second alternative, if you want to assign multiple roles to the same user. If you want to use the first alternative, you need to start by editing the role you wish to assign. Just go to the ‘User Management’ section on the side menu and then click on on the ‘Roles’ tab. Next, click on the pencil icon at the rig
How to define an 'alias' for a user?
What is an ‘email alias’? If you define an email alias for your account, this alias will receive a copy of all the messages that are directed to your user and it will also be able to complete tasks by email on your behalf. Defining an alias for your user To define an alias for your user, just click on the email address of your account that appears in the upper bar and select ‘Edit profile’. !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/0ce
How can I create a new role?
To create a new role, justo go to the ‘User Management’ section on the side menu. Then, click on ‘New Role’. Next, write the new role name and click ‘Save Role’. Once you have created the role, it will appear empty (it does not co
How can I remove a user?
To remove a user, just go to the “User Management” on the side bar and then to the “Users” tab. Next, click on the trash bin icon at the right of the user you want to remove. Confirm your decision and the user will be removed from your account. What happens when I remove a user from my account? Reports Once the user is removed, it will appear no longer i
What is Self-provisioning?
As we saw in the post How can I invite users to my account?, both the Administrator and Business Analyst of an account can invite all the users they want through the ‘User Management’ section. Being an Administrator or Business Analyst, you only need to know the email addresses of the users you want to invite, so that they can join your account. However, there is also the possibility that your own
Substitutions (Out of Office)
Substitutions (Out of Office) Substitutions feature allows defining a substitute for a user in a certain period of time. The substitute will be able to complete the tasks on behalf of the original assignee. The original assignee will still receive the tasks assigned to him and the emails sent through Send Tasks during his inactivity period.
How can I edit a role?
To edit a role, go to ‘User Management’ section on the side menu and then click on the ‘Roles’ tab. A list with all existing roles in your organization will be displayed. Next, move the pointer over the role you want to edit and click on the pencil icon at the right of the role. A new window will open which will show you two options: 1. Edit the role name.
How can I remove a role?
To remove a role, just go to the “User Management” section on the side menu and then to the “Roles” tab. Next, click on the trash bin icon at the right of the role you want to remove. Confirm your decision and the role will be removed from your account. What happens if I remove a role from my account? Reports Once you remove a role, it will appear no longer
Do user invitations to join Flokzu expire?
Every invitation made by a user will be valid for the next 30 days. Once the invitation expires, the user who was invited will not be able to access the account any longer. How can I re-invite a user? To re-send an invitation to a user, go to the ‘User Management’ section and then to the ‘Users’ tab. Next, click the ‘Invite Users’ button. The list of users
User Registration After the administrator user sends an invitation to join their organization and workspace at Flokzu, you will receive an email from Flokzu. Clicking on the link will take you to a Flokzu page where you will have to define your Username and Password to register in the system. !(https://storage
Teams What's a team? A team is a group of users (more flexible and informal than Roles), which serves to facilitate collaborative work. Teams are not part of the formal definition of processes but the teams are associated to processes. What is the objective of a team? We create teams to group users and be able to see reports of the work of all of them for certain processes and to see the pending work (in real time) of the members for certain processes. Creating teams To cre
How to download the report? The report can be downloaded from the User Management section, therefore, only those users with access to it can download it. To download the report just click on the icon to the right of the user search engine. Report Clicking there will download the report in Excel format. The report has the following columns: Name Mail Status Last Login Mail Alias
Users' webhooks In Flokzu you can share the information about events that happen about your users with external systems through webhooks. Webhooks provide a mechanism to notify your application when a certain event that affects a user occurs so that you can take action. At Flokzu there are several events that can be taken into account when setting up user webhooks: When a user is invited to Flokzu When a user accepts the invitation and becomes an active user When a user unsubscribe
I'm not receiving emails from Flokzu [Unsubscribe/Spam]
Unsubscribe In Flokzu you have the right to unsubscribe from emails sent from the tool at any time. In order to unsubscribe of the mails received from a Flokzu account simply you must go to any mail that you have received from that account and at the end of the mail you will have a section to do it. !(https://storage.crisp.chat/users/helpdesk/website/ccc3fbb5dc442800/email1-en_18o