Managing the User & Person Objects


This article explains how to create and modify users with the User and Person objects. Managing users with the flexibility of Vault objects allows you to create reports based on user data, create custom fields, and reference users directly from objects with lookup fields.

The User object is provisioned with a System user record that appears in all vaults. This record exists for the migration of some Legacy User fields. Although this record is visible when viewing and exporting the User record list, the record is inactive and cannot be referenced by another User or object. The System user record is not synchronized with Legacy Users and does not appear in the Users & Groups tab.

About the User Object

You can create and manage users with User object records. The User object contains a record for each existing member of your vault. Additionally, if a user is a member of multiple vaults, the user will have a record in each of the vaults she is a member of.

About the Person Object

The Person object allows you to add individuals who aren’t domain users to your Vault. This is useful for keeping records of individuals outside of your organization, such as contractors, that you may have worked with, but aren’t users in your vault.

You can also reference existing users from a Person record. This allows you to maintain user and non-user records within a single object.

Referencing a User Record

You can reference a user from a Person record. The Person object contains the User field with an outbound relationship to the User object. When you select a user from the drop-down list, Vault populates all required fields from the referenced User record.

About the Manager Field

Both the User and Person objects contain an optional Manager field with self-referencing relationships to the User object to show hierarchy. For example, you can add a related list to the object page layout to display a list of direct reports for a specific user.

Synchronizing Legacy Users & User Object Records

Vault synchronizes User object records with Legacy User accounts and all other vaults to which the user has membership. Because the User object shares many of the same fields with Legacy User accounts, Vault populates those fields across all vaults; this includes cross-domain users. Special purpose fields related to authentication, such as the user password, are not included on the User object. Note that Vault does not synchronize updates to custom fields.

Limits

The User object does not support the following actions:

  • Create cross-domain users
  • Reset Password

Creating Users

Creating users with the User object works similarly to creating Legacy User accounts from the Admin > Users & Groups page. When creating a new User record, you can add a user from the domain to the current vault, including cross-domain users, or create a new user.

Adding a Domain User to the Vault

To add an existing domain user to the vault:

  1. Navigate to Admin > Business Admin > Users.
  2. Click Create.
  3. From the Domain User field, select an existing domain user.
  4. Complete the General Info section. Vault populates some fields in this section based on the existing Domain User. Note that the User Name and Email fields are read-only on create.
  5. Complete the Details section. This section includes authorization details such as the License Type and Security Profile.
  6. If your vault uses multiple applications, complete the Application Licensing section by choosing an Application License Type for each listed application.
  7. Optional: In the Email Preferences section, select checkboxes to opt users in or out of specific Vault notification emails, including System Maintenance, Product Announcements, etc.
  8. Click Save.

Creating & Relating a Domain User

If a user doesn’t exist in the domain, you create a domain user and add them to the domain from the Create User dialog.

To create and relate a domain user:

  1. Navigate to Admin > Business Admin > Users.
  2. Click Create.
  3. From the Domain User field, select Create Domain User to add a user that does not currently exist in the domain. Selecting Create Domain User opens a dialog prompting you to fill and save the required fields for the domain user.
  4. After completing the required fields, click Save.
  5. Complete the General Info section. Vault populates some fields in this section based on the new Domain User. Note that the User Name and Email fields are read-only on create.
  6. Complete the Details section. This section includes authorization details such as the License Type and Security Profile. Note that the Security Profile field is required.
  7. If your vault uses multiple applications, complete the Application Licensing section by choosing an Application License Type for each listed application.
  8. Optional: In the Email Preferences section, select checkboxes to opt users in or out of specific notification Vault emails including, System Maintenance, Product Announcements, etc.
  9. Click Save. New users are active immediately. Vault requires them to update their password the first time they log in.

Editing Users

From the User record, you can update the user’s profile information, such as the title and company fields. When editing a user’s profile information, Vault syncs any updated information with the Legacy User account across vaults. Note that If you edit a Person record related to a User record, Vault automatically updates both the User record and the Legacy User.

To edit a User record:

  1. Navigate to Admin > Business Admin > Users, and click to open a User record’s details page.
  2. Click Edit and modify the information as needed.  
  3. Click Save when finished. On save, Vault synchronizes and populates any modified shared fields for the domain user.

How to Edit a Profile Image

When creating a user via the User object, the user’s profile image displays on the record’s Details page. Profile images display throughout the application and are visible to other users. You can edit the profile image from the record Details page.

To edit the profile image:

  1. From the User record, click the Pencil icon above the current image.  
  2. In the User Profile dialog, select the Upload an image radio button. You can choose to remove the profile picture by selecting Use default image or No image.
  3. Click Choose and select a picture from your computer.
  4. Click OK.

Profile picture image files must be in JPG, PNG, BMP, or GIF format and less than 10MB.

Editing a User Name

You can update the profile user name in the User Name field. User Name field is a multi-part field, meaning you can only edit the user name, but not the domain the user belongs to. For example, for the username “johndoe@domain.com”, you can edit the prefix of “johndoe”, but cannot edit the “@domain.com”.   

Editing Vault Membership

Deactivating users prevents them from accessing Vault, but does not remove the user account from the system. You cannot delete User records, but can make a user inactive. To make a user inactive, select Inactive from the Status drop-down field on the record Details page.

User References

Vault allows you to create object fields that reference the User object. Like other object references, these fields point to the record ID and allow User object fields to be included as lookup fields. When selecting from these fields, you see all active User records in vault. Domain users who don’t have membership in the current vault do not appear in the selection menu.

Legacy User Reference Fields

In previous releases, User was not an object like Product or Study. However, you could still create object reference fields to users that did not reference a true object. Although users are now represented as objects, the following object fields do not reference the User object:

  • Created By
  • Last Modified By
  • Checked Out By
  • Version Created By
  • Last Auto-Filed By

To prevent user information from being exposed in your users’ vaults, reference links to User object records are disabled by default. You can choose to enable user reference links, however, we recommend configuring Field Level Security (FLS) before doing so.

To enable links to user records:

  1. Navigate to Admin > Settings > General Settings.
  2. Click Edit.
  3. Select the Enable User Reference Links checkbox.
  4. Click Save.

Reference Constraints

You can apply reference constraints on User object fields based on their relationship with the User object. Note that you cannot apply reference constraints on system-managed user reference fields that do not reference the User object, such as Created By or Last Modified By.                            

Page Layouts

You can configure page layouts for the User object to show related object records referencing the domain user. For example, the User Role Setup object includes the User field, which points to the User object. When you add a related object to the User object’s page layout, Vault displays User Role Setup as an option.

Reporting

Managing users with the User object allows you select User as the primary reporting object and create reports based on user data. For example, you can create a report based on the related Activity object to view productivity or the Last Login field.

You must have the Admin: Users: Manage User Object permission in addition to the Create and Edit permissions on the User object to see the create and edit options. This permission is also required for Vault to synchronize updates to User records with domain user fields.

Additionally, this permission allows non-domain Admins to create domain only user records using the create and relate process.