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What are users?

Updated

Users are the individuals with (authorized) system access. You can create as many users as you want. Each person should have their own user account with unique login credentials. Users are granted system access rights through roles, which define what they are allowed to do within the system. 

Configuration

If you navigate to the Users page and click on + User, you can create a new user.
See Create Application Portal
It is also possible to create API users . See Create API User

Behavior in the System

  • How do newly created users receive their login credentials?
    If you create users whose login method is Username/Password, they will receive the following email when you click the Create button. If you use Single Sign-on, you would need to send the users an email with the link to your d.vinci system. The login credentials will then correspond to their Windows login details.

     Email Text


    Subject: d.vinci - System Access 
    Content:
    Dear [Salutation] [First Name] [Last Name],

     

    The following credentials allow you to log in to the d.vinci system:

     

    Username: (This is the username provided when the user was created)

    Password: Hb9$I)6m (example)

     

    The password is valid for 48 hours and must be changed at the next login.

     

    Triggered by:

    [First Name] [Last Name] of the user who created this user.


    Access to d.vinci is available at the following address: https://yourSystemURL

    Note: This email was automatically generated. For any questions, please contact the HR department. 

  • Viewing Permissions
    A user receives viewing permissions and the ability to perform tasks within the system based on the organizational unit they are assigned to. This means they can perform actions within their own organizational unit and any subunits beneath it. They cannot perform actions in parallel or higher-level organizational units.
    Example: A user is assigned at the city level, and their role is Administrator. They can only see the correspondence templates created at the city level and below. They cannot see those created for the whole country or other regions.
  • Data Maintenance
    • Can users maintain their own data?
      No, only to a limited extent. Access to user data is regulated by permissions.
    • Who is allowed to edit user data?
      Only individuals with the permission "View/Edit Users" in their role have full access to user data.
    • What can users change themselves?
      Users do not have automatic access to all their data. They can only make some important settings themselves, which are accessible via the user menu and the option "My User." For example: Availability for calendar integration, Two-factor authentication, Subscription to information channels.
    • What can only be changed by authorized individuals?
      The maintenance of names, profile pictures, and other master data is exclusively reserved for individuals with the corresponding user-editing permission.
  • Renaming
    Users can be renamed at any time (first and last name). Their new name will immediately appear in all relevant areas within the system.
  • Username Changes
    If there is a change to the username, an email notification will be sent to the email address associated with the user account.
  • Forgot Password
    If users forget their password, they can reset it themselves if the Request New Password feature is enabled in the Security tab under Basic Settings. Password change instructions: Change Password / Forgot Password
  • Locked Users / Unlock Users
    If users enter their password incorrectly multiple times, they will need to be unlocked by administrators within your company. See: Unlock Users
    If a user is locked and attempts to request a new password using the Forgot Password button, they will receive an email instructing them to contact the d.vinci administrators as their account has been locked. 
  • Deletion
    A user can only be deleted after all dependencies have been removed. For example, responsibilities must be transferred to other users beforehand.
    Once a user is deleted, their username will still appear in the application, job posting, etc., history.
  • API Users
    It is possible to create technical users for communication between external systems. See: API Users

  • Configuration Notes

    • Login

      Here you determine the login credentials and how a user can log in.
      The login methods are displayed in a separate column in the user overview with a corresponding icon. 

      • Username
      • Login Method
        Access the system via Username/Password and/or  Single Sign-on.
      • Login enabled until
        Here you can set a date until which a user can log in to the system. You can also enter past dates to immediately revoke a user’s access to the system. This feature allows you to revoke system access during planned absences or upon departure. For a user prevented from logging in by this feature, no new password will be triggered via Password Reset .
        Example:
        Login available until: 26.03.2024 = From 27.03.2024, the user will receive a message during login attempts that the username and/or password are invalid. 
    • User Attributes These details, along with roles, form the basis of what the user is allowed to do within the system.
      You can also use this information in placeholders to make it visible to applicants.
      • Organizational Unit
      • Company
      • Language
      • Salutation
      • Title
      • First Name
      • Last Name
      • Signing Authority
      • Position
      • Division
    • Notifications
      Here you control how or if the user is notified about new tasks and applications. 
      • Upon incoming message
      • Daily Email for
        • New Applications
        • Overdue Tasks
        • Expiring Job Postings
        • Expiring External Job Posting Channels
    • Contact Information
      You can use this information in placeholders to make it visible to applicants in job advertisements or correspondence.
      • Street, No.
      • Additional Address
      • Zip Code, City
      • Country
      • Email Address
      • Telephone
      • Mobile
  • Permissions 
    This controls what the user is allowed to do and see in the system. 
  • Notifications
    Here you control how or whether the user is informed via email. By default, all notifications are activated.
    • For incoming messages from applicants
    • For incoming messages from onboardees
    • Via Daily email for
      • New applications
      • Overdue tasks (Applicant Management)
      • Expiring job publications
      • Expiring external job publication channels (Multiposting)
  • Additional Information for External Systems
    External systems can receive an additional anchor point for the dataset through a field name and value that you define. 
    • Field Name/Value
  • Images
    The photo can, for example, be included in job advertisement templates.

How Our Customers Use This

Many of our customers use a login with a username and password. However, setting up  Single Sign-on is also possible. Users will then only need to log in to their computer once in the morning, and will not have to enter their username and password again when starting d.vinci. Users can request a new password themselves if they forget it.

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