Skip to main content
Conga Support

Adding a User with the Copy Feature

Novatus has a feature that allows an Administrator to quickly add a new user if the user will have the same roles and functions as an existing user. By copying the User Profile of the existing user, the functions, user roles, and the preferred date/number formats for the new user are automatically selected. You simply provide the new user's first and last name, email address, login name, and password.

image083.png

A

Navigation Toolbar

Click on Admin to display a menu, and select Users to display the Users browse screen. The default view is active users.

Note: If the Users link is not in your Admin menu, you do not have the permissions to use this feature.

B

User records

Locate the user whose information you want to copy to create the new User Profile, and click on their user record to display their profile.

C

Search option

To quickly locate a user, enter the first few letters of their first or last name (or other identifier) in the Search field, and click the icon. To clear the filter, click on the icon.

Note: You can also select the All Users option in the User Status list to display the disabled users. The information for disabled users is shown in gray text, and a disabled user can be re-enabled.

Important: Use the Search Filter to limit the fields that are searched by clicking on the button to display a list of searchable fields. Select only the check box(es) for the field(s) you want to search to guarantee accurate results.

image084.png

D

Copy button

Click to display a Copy Screen State prompt in a new User Profile.

image085.png

E

Copy Screen State prompt

Select Yes only if you want to copy the user's screen state so that the new user will have portlets displayed in their Dashboard when they first login to the application. Select No if you want the user to set up his/her own Dashboard.

Note: The new User Profile displays with the following information already provided: Functions list (i.e., all the job titles the new user can hold, including responsibilities related to managing contracts), and Role Name check boxes (i.e., all the roles the user will play in viewing, adding, and modifying data, as well as administrative roles).

F

User email, login, and name fields

Provide the following required information for the new user (required fields are displayed with a red highlight):

  • Email Address - enter an email address for the user.
  • Login Name - the login name can be the user's email address or some combination of the user's first and last names.
  • First Name and Last Name

G

Password and Confirm Password fields

  • Enter a password for the user in the Password field. You can make this password temporary by selecting the Force Password Change check box (Step H).
  • Re-enter the password in the Confirm Password field. You must furnish the password to the new user.

Important: If the Enable Auto Passwords check box is selected in the System Settings screen, the Password and Confirm Password fields do not display. Selecting this check box requires Novatus Contracts to generate a temporary password for the new user, and then send an email to the new user, advising them of their temporary password.

H

Force Password Change check box

Select if you want the user to change their password the first time he/she logs into Novatus Contracts.

I

User Type list

If you want to change the user type, make another selection in the list. The options are:

  • Full - user can make contract requests, search for contract requests, and filter the display of requests by status, type, and timeframe.
  • Contract Request Only - user can make contract requests (i.e., the user's My Requests browse screen contains only a New Request button).
  • Read Only - user can only view contract requests (i.e., the user's My Requests browse screen contains only a Browse Requests button).

J

Date Format list

If you want to change the way in which dates are displayed for the user, change the selection to Day/Month/Year, Month/Day/Year, or Year-Month-Day.

K

Number Format list

If you want to change the way in which numbers are displayed for the user, change the selection to International Format [0.000,00] or American Format [0,000.00].

L

Functions multi-select list

The list is auto-populated with the functions of the user whose profile you are copying, but you can select an additional function by simply clicking on it. To de-select a selected function, simply click on it.

M

Manager list

If you want to assign a manager to the new user, click on the icon to display the Address Book with a list of all program users, company people, and external participants. Use the Address Book to select the manager.

Notes: To quickly locate a person, enter the first few letters of their name (first or last), email address, or other identifier in the Search field, and click on the icon. To clear the filter, click on the icon.

N

Person Profile optional fields

Provide the optional information for the new user, if known. The optional fields are Title, Address, City, State, Postal Code, Country, contact numbers (Work, Mobile, Fax, Home), Mail Stop, Organization, Personnel Number, and any Notes you want to provide on the new user.

O

Role Name check boxes

Update the user's roles, as needed. To de-select a user role, simply click in the selected check box. To select additional roles, simply click in the corresponding check box. See Standard Permission Types.

Note: In assigning multiple roles to a user, the permissions of a secondary role can supersede the permissions of the user's primary role if not set up properly. Therefore, it is important to be diligent in setting up user roles that are likely to be assigned in conjunction with one another to ensure the combined permissions do not exceed the scope of the user's permissions. If the role you need is not listed, you can add a user role using the Roles feature.

P

Save button

Click to add the new user with the Copy feature.

  • Was this article helpful?