Users

Everything about people is on Administration, sub-tab General: the panels Add a user, People and access, Assign product access and Product access.

Who can do this

The administrator. Some actions work only in the office on https://myai.local/; see On the remote address.

Before you start

• The person’s name and work e-mail. One e-mail can have only one account.
• The product the person should work on. See Products and knowledge.

Steps

Create an account

1. Open Administration, sub-tab General, panel Add a user.
2. Enter Name and Work email.
3. Press Create user.
4. Copy the temporary password from the line “Temporary password for …”. It is not shown again.
5. Give it to the person safely. At the first sign-in they choose their own password. See Members.

Give product access

1. In Assign product access, choose User, Product and Access (Member or Owner).
2. Press Assign access. The box shows “Product access assigned.”

Assigning again with another Access changes the access.

Remove product access

1. In the panel Product access, find the line.
2. Press Remove, then Confirm remove.

Reset a forgotten password

1. In People and access, press Reset password on the person’s row.
2. Press Confirm reset.
3. Copy the line “One-time password for …”. It is not shown again.
4. Give it to the person safely. At the next sign-in they must choose a new password.

Every browser where the person is signed in is signed out at once. Failed sign-ins are cleared, so a person who was locked out for 15 minutes can sign in right away.

Disable a person

1. Press Disable on the person’s row.
2. Press Confirm disable.

The person cannot sign in any more, in the office or on the remote address, and is signed out everywhere at once. Their running tasks keep going and their history stays.

Enable a person again

1. Press Enable on the row of a disabled person.
2. Press Confirm enable.

The person signs in again with the same password and the same product access.

Remove a person

Only a disabled person can be removed. Disable first.

1. Press Remove on the row of a disabled person.
2. Type the person’s e-mail address in the field.
3. Press Confirm remove.

The account can never sign in again, its product access is removed, and its e-mail address is free for a new account. Nothing in the history is deleted: chat lines, requests, approvals and activity keep the name, with “(removed person)” next to it.

Change a name or e-mail address

1. Press Change name or e-mail on the person’s row.
2. Change the name or the e-mail address.
3. Press Save.

A new e-mail address signs the person out. They sign in with the new address. If the person uses the remote address and the e-mail code does not arrive at the new address, ask support.

What you see afterwards

• People and access lists every account: Name, Email, Role (Administrator or Member), State, Last login, and the buttons.
• Product access lists every assignment: Person, Product, Access, Assigned.
• Company activity records each change with your name.

The State column:

State	Meaning	Buttons
Active	The person signs in with their own password.	Reset password, Change name or e-mail, Disable
Must change password	A new account, or a password was reset. The person must choose a new password at the next sign-in.	Reset password, Change name or e-mail, Disable
Disabled	The person cannot sign in.	Change name or e-mail, Enable, Remove
Removed	The account is closed for good.	None

Your own row, the administrator’s, has no buttons. Change your own password under Your account. If you forgot your own password, see Administrator password.

On the remote address

Works on the remote address	Only in the office, on https://myai.local/
Disable, Remove (they only take access away)	Create user, Reset password, Enable, Change name or e-mail

In the office-only cases the box shows “Enter this in the office, on the local address.”

Your choices

Choice	What it does	When to pick it	Can you undo it?
Create user	A new member account.	A new colleague.	Yes: Disable, then Remove.
Member access	The person sees the product.	Default.	Yes.
Owner access	The same as Member in this release. Also given automatically to a person whose product request you approve.	The person is responsible for the product.	Yes.
Remove (product access)	Removes the person from the product.	The person leaves the product.	Yes: assign again.
Reset password	A new one-time password; the person is signed out.	The person forgot the password.	No, but the person chooses a new one.
Disable	The person cannot sign in.	The person leaves, or is away for a long time.	Yes: Enable.
Remove (person)	Closes the account for good; the e-mail is free again.	The person left and will not come back.	No. Create a new account.
Change name or e-mail	A new name or e-mail address.	A typo, a new name, a new address.	Yes: change it again.

What a member sees does not depend only on product access: every member sees every installed worker in Chat, and their own runs and requests.

Not possible yet

You cannot make a second administrator or make a member an administrator, change the administrator’s own name or e-mail in the portal, or limit which workers a member sees in Chat. Ask support.

Who to ask: your Truchsess administrator, or support: [email protected]

Related pages

• Roles
• Members
• Your account
• Administrator password