Users

Users

In AssetExplorer Cloud, users are categorized into two groups:
  1. Users: These are the employees within the organization.
  2. Technicians: These users have specialized permissions that allow them to perform activities in the application. Each technician is assigned a role that defines their access and capabilities within the application.

You can manage users in your instance under Setup > Users & Permissions > Users. Use the filter at the top to view users, technicians, or both.

Additionally, you can manage users through Zoho Directory, where you can perform various operations such as creating users, editing user details, monitoring user activity, and resetting passwords. Learn more.

You can add users to your organization manually or by importing them in bulk.
 
Role Required: SDAdmin, SDSiteAdmin
 

Add Users 

  1. Go to Setup > Users & Permissions > Users.
  2. Use the filter at the top to go to the Users list view.
  3. In the user list view, click New User.
  4. Enter personal details of the user, such as their display name, first/last name, and employee ID, and provide a description if needed.
  5. Enter the user's email ID, phone number, and mobile number.
  6. Select the site to which you want to associate the user. 
  7. Enter the user's department name, job title, and reporting manager.
  8. Select the Enable Self-Service Login check box if you want the user to have access to log in to the application.
  9. You can provide advanced permissions for the user by selecting the VIP User radio button. The service level agreements, business rules, custom filters, and reports can be configured accordingly when a user is marked as a VIP.

Info
Additional fields configured for the user will be listed under User Additional Fields.
When login access is enabled for users in verified domains, they will receive a one-time password via email. They can use this password to log in to the application and reset their passwords.


 

User List View Actions 

Click the settings icon against the user and perform the following actions:
  1. Edit User: Modify the details of the user.
  2. View Associations: View assets, consumables, and software licenses associated to the user.
  3. Change as technician: Change the user to a technician.
 
From the list view, you can filter the user category as all users, logged-in users, non-logged-in users, and pending users. Pending users are employees who have been invited to the application through self-service login but have not yet logged in.

 

Bulk Actions 

In the users list view, perform the following bulk actions:

Assign Approval Permissions

Select the users and click Actions > Assign Approval Permissions.
Enable the Purchase Order Approver check box. Purchase order approvers can be assigned purchase orders to approve or reject. You can also set the approval limit to Unlimited or enter an amount up to which the selected users can approve.
 

Mark as VIP user

  1. Select the users and click Actions > Mark as VIP user.
  2. The service level agreements, business rules, custom filters, and reports can be configured accordingly when a user is marked as a VIP.
 

Assign Department

  1. Select the users and click Actions > Assign Department.
  2. In the popup, select the site and the department.
  3. Click Associate.

Enable Self-Service Login

To enable login access to the application, select the users and click Actions > Enable Self-Service Login. The user must have an email ID configured in the Add User form to enable login access.
 

Update Additional Fields

This option will be visible only when additional fields are configured for the users.
  1. Select the users and click Actions > Update Additional Field.
  2. Select the field and add the value in the text box.
  3. Click Save.
 

Delete Users

Select the users and click Actions > Delete Users.


Add Technicians 

Technicians perform specialized activities in AssetExplorer Cloud. They manage assets, purchases, contracts, etc. in the instance. You can add, edit, or remove the technicians and also configure various access permissions as required.
 
  1. Go to Setup > Users & Permissions > Users.
  2. Use the filter at the top to go to the Technicians list view.
  3. Enter the first name and employee ID of the technician. You can also add the last name and display name.
  4. In the Contact Information section, enter the technician's email ID and SMS mail ID. You can also enter the phone and mobile number in the respective fields.
  5. In the Department Details section, enter the technician's site, department name, job title, and reporting manager.
  6. Under Site Association, select the sites you want to associate to the technician. If the site association is not configured, the Base Site is associated by default.
  7.  Additional fields configured for the technician will be listed under the Technician Additional Fields section. 
  8. To provide login access to the technician, select the Enable login for this technician check box.
  9. Technicians who have login access to the application need to be assigned roles. In the Login Details section, you can enable the radio buttons for admin privileges to the application (SDAdmin) or for a specific site (SDSiteAdmin).
  10. You can also associate custom roles to the technician.
    1. Select the Enable Custom Privileges radio button.
    2. In the Available Roles list box, select the role(s) and click to move it to the Assigned Roles box.
  11. You can assign the technician with Purchase Order Approver and Subscription Manager privileges.
    1. Subscription Manager: Responsible for handling subscription plans, including renewals, upgrades/downgrades, cancellations, and additional purchases for the current instance.
    2. Purchase Order Approver: Technicians with this privilege can approve or reject purchase orders when assigned. You can also set the approval limit to Unlimited or enter an amount up to which the selected users can approve.
Info
When login access is enabled for technicians in verified domains, they will receive a one-time password via email. They can use this password to log in to the application and reset their passwords. 


Technician List View Actions 

Click the settings icon against the user and perform the following actions:
  1. Edit: Modify the details of the technician.
  2. View Associations: View assets, consumables, and software licenses associated to the technician.
  3. View FGA Associations: View assets that the technician has specific access to. Learn more about FGA association.
  4. Manage Sites: Quick-edit sites associated to the technician.
 
From the list view, you can filter the user category as all users, logged-in users, non-logged-in users, and pending users. Pending users are technicians who have been invited to the application through self-service login but have not yet logged in.

You can also filter the technicians by site.

 

Bulk Actions 

In the list view, perform the following bulk actions:

Assign Approval Permissions

  1. Select the technicians and click Actions > Assign Approval Permissions.
  2. Enable the Purchase Order Approver check box. Purchase order approvers can be assigned purchase orders to approve or reject.

 

Convert Technician into User

  1. Select the technicians and click Actions > Convert into User.
  2. Click Yes in the confirmation pop-up.
 

Mark as VIP User

  1. Select the technicians and click Actions > Mark as VIP user.
  2. The service level agreements, business rules, custom filters, and reports can be configured accordingly when a technician is marked as a VIP.
 

Associate Technicians to Sites

  1. Select the technicians and click Actions > Associate to Site.
  2. Choose the sites from the combo box.
  3. Select whether you want to include the sites with the existing options or overwrite them.
  4. You can also click Prefill sites and choose a technician to populate the configured sites of that technician.
  5. Click Associate.
Info
SDSiteAdmin cannot overwrite sites for technicians not part of their site. 

 

Disassociate Technicians from Sites

  1. Select the technicians and click Actions > Disassociate to Site.
  2. Choose the site which you wish to disassociate from the combo box.
  3. Click Disassociate.

 

Associate Roles

  1. Select the technicians and click Actions > Associate Login Roles.
  2. Select the roles from the combo box and click Associate.
Info
 You can only assign roles to technicians who have login enabled. 

Update Additional Fields

Info
This option will be visible only when additional fields are configured for the techni. 
  1. Select the technicians and click Actions > Update Additional Field.
  2. Select the field and add the value in the text box.
  3. Click Save.
 

Delete Technicians

Select the technicians and click Actions > Delete Technician(s).
 

Associating Organization Roles to Users/Technicians   

You can assign organization roles to users and technicians who have login access to the application.
  1. You can assign roles only when editing the details of a user or technician.
  2. On the edit form, select the role level, role name, and value under the Assigned Organization Roles section.
  3. Click the icon to associate more organization roles to the user/technician.
 

Import Users/Technicians 

Import Users  

Users can be imported from the Organization, Azure, or via a CSV file. Click Import Users in the user list view.
  1. Import from the Organization: Ensure users are listed under ESM Directory > Manage Users. Select the users from the displayed pop-up and click Import Now.
  2. Import from Azure: Ensure that Azure is integrated with AssetExplorer. Click Import from Azure. A pop-up will display the available users; select the users you want to import and click Import Now.
  3. CSV Import: Click here for details on importing users via CSV.
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Import Technicians  

Technicians can only be imported using a CSV file. Learn more about CSV import.
 

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