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|Managing Users and User Groups #86294/HEAD / v245|
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Managing Users and User Groups
Table of Contents
Groups, Users and Server Wide Access Permissions
Users are individual entities registered on the CodeBeamer server. Groups are collections of users with similar permissions. The scope of the group access permission is server-wide. With groups you can group users on the CodeBeamer server into logical sets, and you can assign them different sever-wide permissions, such as whether they are allowed to create projects or view the personal data of other users. You can use groups to grant different server-wide access permissions for corporate users, off-shore users, customers, partners and others.
With the New Group Link you can create a new custom group, and grant specific permissions. The selection from the Template Group combo box will influence what the proposed initial rights will be in the group you are about to create.
Change System Administrator's Name and Password
You can change the system administrator's name and password. CodeBeamer is shipped with a default system administrator user with the name bond and 007 password. The account's name and password data is changed in the same way as a regular user account. Select Account Info, then Edit Account and edit the name and password fields, and save.
Users are assigned to existing groups. Only users from the System Administrators group can administer group permissions. See Creating New Groups.
Figure: Managing User Groups.
To edit a group access permissions:
Figure: Edit Group Permissions.
Creating New Groups
Using groups you can assign similar sever-wide permissions to users (i.e. external, internal, customer, manager etc.).New Groups cannot be created without a license.
To create a new group:
Figure: Creating a New Group.
Deleting a Group
To delete a group:
Managing User Accounts
In the User Accounts link from the System Admin tab, you can also select New Account, to create accounts. The required fields have red star next to the field label.
For more information about licenses, please see You must login to see this link. Register now, if you have no user account yet..
Assign User to a Group
You can assign a user to a group manually or automatically when a new account has been created.
To manually assign a new account to a group, check the appropriate field(s) in the New Account form, as described above.
To manually change the assignment of an existing account to a group:
Change User Account Upload Limits
You can set a maximum file-size for files that are uploaded by a user onto a server in the New Account form. This is the maximum for one particular user.
The default maximum upload (1G) is automatically selected in the New Account form using the default entry -1 in the Upload Limit (in kB) field.You can also change the upload limit for all users in: Post-installation Configuration
Delete a User Account
See "Disable a User Account" in the next section.
Disable a User Account
The license manager does not count disabled user accounts. It is better practice to disable a user account than to delete it. In some other systems you can delete accounts, however the disadvantage is that the user history, notification settings, permissions, roles will disappear from the system. In CodeBeamer you can't delete users, instead you disable them. Disabled users cannot log in, however the account remains on the server with all its related history, settings and references are preserved.It is important understanding that disabled accounts cannot be reactivate because to fulfil compliance rules. Starting with codeBeamer 9.5, disabled users lose:
The application shows a warning before disabling the users to remind Administrators to these facts:
Import Users From Microsoft Excel (xls, xlsx) or CSV file in Microsoft Excel style
You can import a user list into CodeBeamer from Microsoft Excel sheet or from a CSV file in Microsoft Excel style.
To import from CSV file, the first step is to create a CSV file with user data.
The following requirements have to be met for a successful user import:
Figure: Semicolon Separated (;) File Containing User Data.
account; name; First Name; email cb.jakab.gipsz; Gipsz; Jakab; firstname.lastname@example.org cb.eszter.vincs; Vincs; Eszter; email@example.com
Figure: Importing Accounts -- Import Wizard (1).
Figure: Assign Columns to Match the Input Fields -- Import Wizard (2).
Figure: Import Preview -- Import Wizard (3).
To finalize the import:
Managing Anonymous User Access
Also See Authentication and Access Control in codeBeamer
To provide anonymous user access on CodeBeamer for specific projects follow these steps.
Create an Anonymous Group
Go to System Admin select User Groups and create an Anonymous Group (New Group).
Figure: Creating an Anonymous Group.
Create an Anonymous User in the Anonymous Group
Create an anonymous user account, set the e-mail to an invalid address to avoid notifications and set the password (e.g. to supersecret). Choose Member in Groups: anonymous group. The system admin can change the password later.
Figure: Creating an Anonymous User Account.
Assign New Accounts to Anonymous Group
From User Registration, set Anonymous User: with the account anonymous_test. Select the anonymous group check-box so that all new accounts will be part of the Anonymous group.
Figure: Specify Account Anonymous
Set Anonymous Role in a Project
Logout as "sysadmin" and Login with your normal account and create an anonymous role in your project and set the anonymous role permissions to be as restrictive as you wish for anonymous users. You can add Anonymous Role in Members page by clicking on Add Role label.
Figure: Create “Anonymous” Role Permissions.
Assign the Anonymous Group to the Anonymous Role
From the Members tab, assign the anonymous group with the anonymous role in your project. Click on Add new Group and Select Anonymous from the Groups in the Step1 section and then Anonymous Role from the Roles section (Step2), click Add.
Figure: Assign the Anonymous Group to the Anonymous Role.
You will see the Anonymous Group with Anonymous Role on the Members page.
Login as anonymous/supersecret and test the permissions you are granted. Change the password supersecret to your own password for security reasons.
Logged In User Information
In the System Admin tab, next to the User Accounts on the first line, is a Logged In link. This reveals information about currently logged-in users, and those who have logged in over the past 14 days.
User Registration Options
To set User Registration options:
Figure: System Administration - User registration.
You can set the members (by whom) and the method (how) by which new accounts are created on the server.
Assign New Accounts to Groups
When a new account has been created (manual registration, import, LDAP), the new user account is assigned to a group based on this setting. A default group could be a standard one such as Regular User, Customer, Developer - External or a custom one.
Registration Message Sender
On new account registration, the registration confirmation mail will be sent from this address (i.e. firstname.lastname@example.org).
Notify After Account Activation
This option specifies the e-mail address of the user who will be notified about new account registration events.
Disallowed User E-mail Addresses
When you don't want to accept registrations from particular email addresses, you can enter regular expressions here to filter them out, such as (.*@t-online.ukr)|(.*@ru.net).
CodeBeamer uses the expression syntax available in the Java Standard Edition core library version 1.4 or greater. This package has support for Perl-like regular expressions so, if you are familiar with using regular expressions in Perl, you can use the same syntax. See http://java.sun.com/developer/technicalArticles/releases/1.4regex/, and a tutorial and overview of regular expressions in Mastering Regular Expressions, Jeffrey E. F. Friedl, O'Reilly and Associates, 1997, ISBN: 1-56592-257-3.
Registration Confirmation E-Mail Text
This is the automatic welcome e-mail sent to new accounts at registration time. The syntax used for defining the message is that of the Velocity macro engine (http://velocity.apache.org/).
Allow or disable automatic login using HTTP cookies.
Single Sign-On by HTTP Request Header
Where the HTTP header exists, it can be used to allow automatic sign-on (SSO). For example, see Novell's iChain http://en.wikipedia.org/wiki/NetIQ_Access_Manager
Toggle to turn on and off the tool-tip display of a user account's last activity under the Logged In part of User Accounts in the System Admin toolset.
Encrypting Sensitive User Data
System administrators can encrypt all sensitive user data. First open the user's page from System Admin toolset.
Figure: System Administration - User listing
Click on Edit Account and disable the user.
Figure: System Administration - User details
Click on Edit Account and click on Encrypt Sensitive User Data. Important! It is not possible to retrieve encrypted user data after saving the changes! Starting from codeBeamer 9.5 this also encrypts the user name of users added from LDAP.
Figure: Encrypting user data
Figure: System Administrator must save the encrypted data
Figure: An encrypted user
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