Creating Accounts

Updated on 29 Oct 2024
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Administrators manage accounts and creation in the System > Security > Account folders. Accounts contain login credentials, user-related personal information, and the groups to which the account belongs. This data can be used in a process in various Designer Elements.

Permissions are granted at the account or group level. Account permissions override group permissions since they are a higher priority. Administrators may optionally install the Active Directory (AD) module to authenticate accounts. This can be complemented with Single-Sign-On (SSO) to secure server logins.

Note About User Permissions

Only Administrators are able to create and manage Groups and Accounts in the platform. Designers and general users are only able to view existing Groups and Accounts within a given Project.

Default Accounts

There are four pre-built accounts; these accounts are found by navigating to System > Security > Accounts.

Account Name	Account Purpose	Safely Removeable?
Admin	This account is the default admin account set up during installation.	No, the email and password are configurable to be used by an Administrator.
GUEST	Must be enabled to be used. Useful for exposing Designer Elements to be consumed without authentication. Provides limited Portal access to engage with Designer Elements.	It can be activated and deactivated; deleting this account is not recommended.
ProcessMining	Used for the Process Mining utility.	If Process Mining is not being utilized, yes.
SYSTEM	Runs all back-end processes.	No, do not delete this account and do not move it from the Administrators group.
ExternalSystem	Manages assignments for the Wait on External System step and External Forms.	It can be activated and deactivated; deleting this account is not recommended.

Create Account

Create and manage Accounts by navigating to System > Security > Accounts. To create an Account, select CREATE ACCOUNT. To edit an account, right-click any account to show the action menu.

Required Account Information

The following fields must be filled to create a new account in the instance:

Setting Name	Description
Email	Prompts for the email of the account to create. Either the email or the user identifier value can be used during login.
Password	Prompts for the password for the email account.
Confirm Password	Prompts to reenter the password again to confirm accuracy.
User Identifier	Prompts for a username attached to the user account. If left blank, then the user may log in with only their email address.

Optional Account information

Further identifying information may be specified in the optional account creation fields. Fields marked with an asterisk * are only available after initial Account creation.

Property Name	Description
Employee ID	Prompts for the employee ID of the account user.
First Name	Prompts for the account user's first name.
Middle Name	Prompts for the account user's middle name.
Last Name	Prompts for the account user's last name.
Initials	Prompts for the account user's initials.
Department	Prompts for the account user's department.
Job Title	Prompts for the account user's job title.
Company	Prompts for the account user's employer.
Manager	Allows selection of which groups this account will manage.
Location	Allows selection of the default login location in the instance for the account.
Is Active	Toggles setting the account as active in the instance.
Is Confirmed	This setting marks the account as a valid and authenticated account. If unchecked, the account will not be allowed to log into the portal.
Can Use Portal	Toggles permission to access the Portal.
Language	Allows selection of which language the account uses. Options are populated based on the language added under System > System Data > Languages.
Timezone	Allows selection of which timezone the account exists under.
User Culture	Allows selection of the account's user culture.
Phone	Prompts for the phone number(s) associated with the user account.
Member Of	Allow selection of which group(s) the new account will belong to upon creation. The account will automatically adopt the same permissions of the group(s) it joins.
Address	Prompts for the address(es) associated with the account's user.
Allowed Impersonations	Allows selection of which accounts the new account is allowed to impersonate.
Email Addresses	Prompts for additional email address(es) associated with the user account.
Instant Messenger	Prompts for instant messenger information associated with the user account.
Other Contact	Prompts for other additional contact details associated with the account.
* User Type	Provides drop down to select Machine or Person as a User Type.
* Default Folder	If configured, this Folder will serve as a "Landing Page" for the Account.
* Entity Description	Provide a description of the Account.
* Allowed IP Addresses	Access to the platform can be restricted based on allowed IP Addresses.

Deleting an Account

To delete an account, right-click on the desired account to view the Action Menu. Under the Manage dropdown, select Delete [AccountName]. Deleting an account within the Studio removes information from the instance but does not remove the deleted account data from the database tables. If a hard delete is required, contact support@decisions.com.

Account Relations

Relations are designated relationships Administrators can create that dictate how Accounts and Groups interact with each other. Within the Designer Studio, navigate to System > Security > Relations in order to locate the Relations Dashboard. The three user actions that are available on the Relations Dashboard are ADD ACCOUNT RELATION, ADD GROUP RELATION, and ADD RELATION INFO. Administrators can add any of the three options by selecting the type of Relation they would like to create from the Action Bar, Inputting the required information, and clicking SAVE.

For further information on Administration, visit the Decisions Forum.

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Creating Groups