Provision a User Account

   Journey Manager (JM) The transaction engine for the platform.  |    System Manager / DevOps  |   19.05 This feature was updated in 19.05.

Provisioning users in Journey Manager is a frequent task, which an administrator performs to create new or migrate existing users from different environments. This process is straightforward, but you have to understand what roles, groups and permissions a user should have to utilize the product efficiently and securely. You also need to figure out what organizations and form spaces the user will need to access to be able to do the work. After that, setting up a user is as simple as following these steps:

1. Create a new or configure an existing user account.
2. Assign roles to the user account.
3. Assign organizations to the user account.
4. Assign form spaces to the user account.
5. Assign groups to the user account.
6. Configure user role expiry to harden the Manager security.
7. Configure user group expiry to harden the Manager security.

You can use the bulk import functionality to create multiple users including user's details, roles, groups and access configurations. This significantly simplifies user provisioning task. Finally, if a user is no longer required, you can deactivate it.

There are the following differences in provisioning different users, which are described below.

Provision a User Account for Accessing a Maestro Shared Environment Only

You may want to create users that can access and use only one product. Maestro is a good example as it is a product that can be run by itself and is used primarily by form developers, who don't need to use other products, such as Analytics.

To configure a user:

1. Configure a user as described above.
2. Assign the Maestro Developer and Maestro Administrator roles to the user.
3. Assign the Transact Maestro form space to a user account. You will also need to assign the user to the other Transact Maestro form spaces, such as Transact Maestro 5.0, Transact Maestro 5.1, Transact Maestro 17.05, Transact Maestro 18.11, for compatibility mode. For Maestro version 5.0, you need to add the Transact Maestro 5.0 form space because each Maestro has its own form space.
Note

There are multiple roles for Maestro users. Manager access is not required, so do not assign Manager roles.

Provision a User Account with the Organization User Manager Role

Manager has a set of roles that can be assigned to a user. One of these roles is the Organization User Manager role, which allows a user with this role to create new users, edit user details, and reset passwords.

To configure a user as the Organization User Manager:

1. Configure a user as described above.
2. Assign the Organization User Manager role to the user.
3. Assign the following form spaces to the user:
• Maestro
• Manager
• Maestro 5.0
• Maestro 17.10
• Maestro 18.05
Note

If you use Maestro prior to version 18.05, you only need to assign the form spaces up to the version of Maestro you are using. For example, if you use Maestro 17.10, you need to assign both the Transact Maestro 5.0 and the Transact Maestro 17.10 form spaces to the user.

4. Assign the required organizations to the user.
Note

Do not assign global access to the user account.

Restrict User's Access to Forms

You can restrict user's access to several forms or even one form that are hosted on a form space using special groups or form spaces.

To restrict an access using a group:

1. Create a form group.
2. Add a user to that group.
3. Assign that group to a form you want to restrict an access to.

To restrict an access using a form space:

1. Create a special form space.
2. Assign the form to this form space.
3. Assign this form space to that user.

Troubleshooting

Sometime, after you have created a user account in Manager, it's still not visible while searching for it. There are a few primary causes, which are described below.

General Cause 1

Incorrect organization is selected in the Organization dropdown list of the Manager menu bar, as shown below.

Solution

When you do not see a drop down field like above, and usually see a fixed Organization name, it implies you have access to only one organization. Hence, this scenario is not applicable, please move on to next general cause.

If you see a drop down field like the above image, it implies you have access to multiple organizations. Please select an appropriate organization which is also assigned to the new user. After selecting the appropriate organization if you do a user account search the user shall be visible.

You can also leave the Organization dropdown list blank. In this case, you will see the users for all organizations that you have access to in the search results. Hence, if unsure of user's assigned organizations please keep this field blank.

General Cause 2

The user account was created by someone and assigned to an organization which you don't have access to.

Solution

After checking the general cause 1, if you still cannot see the user in search results, please ask your Org User Manager to assist you in this regard. The Org User Manager should be able to assign the correct organization to the user. Please ensure that you have access to the same organization as the new user to make them visible in your search results.

General Cause 3

You have just created the user account but you cannot see it in search results . Usually, the user account was not assigned any organization.

Solution

In this scenario, the newly created user account does not belong to any organization hence, it is not visible to users who have access to particular organizations.

However, users with global access (generally, Org User Manager) can see the user and should be able to assign an appropriate organization to the new user account so that it is visible to you.

Provide your Org User Manager with the username of the newly created user so the account can be searched. Org User Manager should be able to edit the newly created user account and assign the organization as per business requirements.

Since you have created the user it is very likely you have administration rights for the organization, please ensure that the new user was assigned to your organization to make them visible in your search results.

Next, learn how to view user accounts.