Managing Users on Multiple Process Diagrams

Add new stakeholders across a scope of process diagrams and assign their access rights. Manage existing stakeholder permissions and update the owner, author and promoter. Manage default permissions.

Manage users

Add new users or groups to a scope of process diagrams without affecting the existing stakeholders. Update existing stakeholder permissions and access rights. Modify draft promoters.

Procedure

1.Click the Processes link on the navigation bar and navigate to the diagram you want to manage stakeholders on.

2.Open either the draft or master version.

3.Click Manage users.

4.Select the Current diagram and lower levels or Process map, and then click Next.

5.Click in the search field and start typing the name of the user or group. Alternatively, click the down arrow to display a list of users and groups.

The available users or groups will be displayed as you type, therefore you may not need to enter the full name.

6.Click to add them.

Note: To remove a user from the list, click the check box to select them, and then click

7.Choose from the following options:

To assign their access rights click the down arrow next to their avatar and select or deselect:

•Has various access

•Can view only

•Can edit

•Has no access

To manage the owner, author and promoter, click the 2nd down arrow and select or deselect:

•is the author

•is the owner

•can promote draft

Note: A document can only have one owner and author, however you can select multiple promoters.

Note: Not all options will be available.

8. Repeat steps 5, 6 and 7 for each user and group you want to add.

9. Click Save.

Remove a user from a group without affecting the existing stakeholders

Procedure

1.Click the Processes link on the navigation bar and navigate to the diagram you want to manage existing users on.

2.Open either the draft or master version.

3.Click Manage users.

4.Select Current diagram and lower levels or Process map, and then click Next.

Note: The dialog will display all the current diagram user and group stakeholders along with their associated permissions.

5.Click the check box to select the group you want to remove a user from.

6.Click .

7. Click in the search field and start typing the name of the user you want to remove.

Note: The available users or groups will be displayed as you type, therefore you may not need to enter the full name.

8.Click to add them.

9.Click X to exit.

10.Click Save.

Remove existing users and groups

Procedure

1.Click the Processes link on the navigation bar and navigate to the diagram you want to remove stakeholders from.

2.Open either the draft or master version.

3.Click Manage users.

4.Select Current diagram and lower levels or Process map, and then click Next.

5.Click the check box of the existing user or group stakeholders you want to remove, and then click .

Note: A diagram must have one owner and author, however you can select multiple promoters.

6.Click Remove.

7.Click Save.

Set the default access rights

Modify the default access rights across a scope of process diagrams without affecting existing stakeholders.

Procedure

1.Click the Processes link on the navigation bar and navigate to the diagram you want to manage default access rights on.

2.Open either the draft or master version.

3.Click Manage users.

4.Select Current diagram and lower levels or Process map, and then click Next.

5.Click the down arrow next to Uninvited users, and select as required.

6.Click Save.