Administring users

From OpenKM Documentation

Contents 1 Switch User / roles view 1.1 User view 1.2 Role view 2 Creating a new role 3 Deleting a role 4 Filtering by role 5 Creating a new user 6 Updating a user 7 Deleting a user 8 Edit user config 9 User mail accounts 10 Creating user mail accounts 11 Deleting mail accounts 12 Updating mail accounts 13 Configuring mail filters 14 Add mail filtering rules 15 User twitter accounts 16 Creating user twitter accounts 17 Deleting twitter accounts 18 Updating twitter accounts

With User administration view you can create, update, delete, enable and disable users accounts and assign several mail account address and twitter accounts.

Although OpenKM can handle several email accounts, users can only manage one account from the user interface.

Detail of the functions according to their icons:

• → Create new user
• → User enabled
• → User disabled
• → Edit user
• → Delete user
• → Edit mail accounts
• → Edit twitter account

In main user administration view, you can take a quick look at actual users.

Switch User / roles view

In the top window you can switch between users and roles view list by clicking on the proper option

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User view

Role view

Creating a new role

To create a new role click on the create new role icon:

After creating the new role, you'll return to view all roles list (now with the role you've created).

Deleting a role

To delete a role click on the delete role icon:

After deleting a role, you'll return to view all roles list.

Filtering by role

Using filtering form, you can select to filter the list only by users with some Role.

Creating a new user

To create a new user click on the create new user icon:

After creating the new user, you'll return to view all users list (now with the user you've created).

Remember that every user should have assigned the UserRole or AdminRole to log into OpenKM.

Updating a user

To update an user have to click in edit user icon:

After updating a user, you'll return to view all users list.

Deleting a user

To delete a user click on the delete user icon:

After deleting a user, you'll return to view all users list.

Edit user config

To edit user config click on the config user icon:

After updating user configuration, you'll return to view all users list.

User mail accounts

To view the user mail accounts, click on the edit mail accounts icon:

A list of all mail accounts assigned to a user will be visible.

Remeber to activate the mail import scheduler. Read more at Configuring schedulers.

Creating user mail accounts

To insert a new mail user account click on the new mail account icon:

In the page you should set some mail account information like mail protocol, user mail, host server, mail server password IMAP folder and if when mail is read it should be marked as read or to be deleted.

In Google Mail, these IMAP folders are called labels.

OpenKM periodically will import mails from IMAP pop3 or IMAPS accounts.

Deleting mail accounts

To delete a user related mail account, click on the edit mail accounts icon:

Then click on Delete mail account. After deleting the mail account, you'll return to view all mail account list.

Updating mail accounts

To update a user mail account, first click on the edit mail accounts icon

Then click on Edit mail account

After updating the mail account, you'll return to view all mail account list.

Configuring mail filters

Then click on Filter mail account

Then click on Add new mail filter

Must select a valid OpenKM folder where mails will be imported. If the grouping option is selected, the mail will be imported into a folder structure based on year/date/day of the mail

Add mail filtering rules

Then click on Rule mail filter

Then click on Add new rule

It must be selected the field (from, to subject content ) that must have the valid condition (contains / equals ) with some value. Note if you've got several rules in a filter rules, all must be true.

User twitter accounts

To view the user twitter accounts, click on the edit twitter accounts icon:

There will appear a list of all twitter accounts assigned to a user.

Creating user twitter accounts

To insert a new twitter user account click on the new twitter account icon:

In the following screen, set some twitter account information like twitter user.

OpenKM can be configured to send user notification with twitter.

Deleting twitter accounts

To delete a user's twitter accounts, first click on the edit twitter accounts icon

Then click on Delete twitter account

After deleting the twitter account, you'll return to view all twitter account list.

Updating twitter accounts

To update a user's twitter accounts, first click on the edit twitter accounts icon

Then click on Edit twitter account

After updating the twitter account, you'll return to view all twitter account list.