Identities
IDM > IDM
The IDM tab is where all identities in the system are displayed. From here you can:
- View identities
- Add a new identity
- Update an existing identity
- Assign IDM Roles
- Add/Remove Web Access
- Terminate an Identity
- Delete an Identity
If company partitioning is enabled, the user will only be able to see and edit the identities that belong to the companies they have access to.
View Identities
The default view of the Identities page is a list view of the identities. This view displays one identity per row. Each row displays the following information:
- Identity Image or initials when no image is not available
- Identity Name
- Building the identity is associated with
- Identity Type (Employee or non-employee)
- Identity phone number
- Identity Email
- Identity Status (Expired and Terminated records will display in Red)
Other view options include:
- Grid View: This view will display each identity in a tile format in a grid. This view displays the following information:
- Identity Image or initials when no image is not available
- Identity Name
- Building the identity is associated with
- Identity Type (Employee or non-employee)
- Identity phone number
- Identity Email
- Identity Status (Expired and Terminated records will display in Red)
- Table View: This view displays each identity in a table format.
- Identity Name
- Identity Company
- Building the identity is associated with
- Identity Type (Employee or non-employee)
- Identity phone number
- Identity Email
- Identity Status (Expired and Terminated records will display in Red)
- Identity Date of Birth
- Identity Department
- Identity Category
- Identity Expiration Date
- Identity Floor
- Identity Location
- Identity Start Date
- Identity Title
- Identity ID Reference Number
Users are able to filter data by the following fields:
- General Filter: This is a free text filter that will search against:
- Department
- Email Address
- Employee Category
- Employee Number
- First Name
- Last Name
- Middle Name
- Primary Email
- Primary Phone
- Title
- UDFs
- Building:
- Company:
- Status:
Users are also able the sort the list by a variety of displayed fields.
Add a new identity
When the user clicks the New button in the upper right corner of the screen the user will be able to enter a new identity manually. The wizard will take a user through the following steps to enter an identity:
- Identity: This section covers the basic identity information. Required fields for this section include:
- Default Language
- First Name
- Last Name
- Primary Email
- Building Name
- Company
- Identity Type
- Web User: This section is used to set up a users web access. Here you can enter a Login Name and Password for a user or select to sent the identity an email to setup there own Login Name and Password by checking the Invite Web User to Create Credentials checkbox. This section is optional and can be skipped by clicking the Next button.
- Picture: This section allows you to take or upload a photo for the user. This section is optional and can be skipped by clicking the Next button.
- Additional Details: This section is where any user defined fields can be entered. Any UDFs marked as required in the Screen Configuration section will be required here.
- Summary: This section will display all information entered. Once verified, clicking the Save button will add the identity.
Update an existing identity
When you click on an individual identity you will be brought to a new screen that will display the details of the identity. This page will display all fields that have been set to be shown in the Screen Configuration page. To edit any grouping of fields a user can select the corelating button on the right hand side of the page. These are:
- Edit Name
- First Name
- Last Name
- Gender
- Title Prefix
- Professional Title
- Title Suffix
- Edit Employment Info
- Company
- Start Date
- Expiration Date
- Edit Location
- Edit Email Addresses
- Edit Phones
- Edit Photos
- Edit Roles
- Edit Manager
- Login Credentials
- Bypass SSO (When SSO is enabled and configured)
- Login Name
- Password
- Edit Employment Details
- Identity Type
- Identity Category
- Employee Number
- Department
- ID Reference No. (Not editable)
- Edit Address
- Edit Additional Details
This page will also allow you to perform actions against the identity including Remove Web Access, Terminate Identity, and Delete Identity.
Assign IDM Roles
Clicking the Edit Roles button will bring you to Role Manager page for the identity. Here you can select what roles the user holds. Roles correlate to actions that the user will be able to take in the application. By default a new identity will not have any role in IDM. Available roles include:
- System Administrator: Role holders represent the administrators of the system. These role holders can do anything in the application include change and modify configurations.
- Building Manager: Role holders are responsible for one or multiple buildings. They can edit the building details as well as add/edit identities associated with these buildings.
- Security Manager: Role holders are responsible for the watchlist. This role can added, edit and remove identities from the watchlist.
- Report Viewer: Role holders are able to run one or multiple reports associated with one or multiple buildings.
- Tenant Manager: Role holders are responsible for managing on or multiple tenants. They can edit the tenant details as well as add and edit identities associated with that tenant.
Add/Remove Web Access
One of the actions that can be performed on an identity is to Add or Remove Web Access Credentials. Only one option will be available to an identity and is based on if they currently have a web credential or not. If the identity does not currently have a web credential then a Send Manage Credentials Request button will be visible. If the user already has a web credential then a Remove Web Access button will be visible.
Terminate an Identity
Another action that is available is the Terminate Identity button. Terminating an identity is a soft deletion of the identity. Based on configuration, they may no longer be visible in CONNECT or Guest, and will be marked as terminated in IDM. Terminated Identities can be unterminated at any time and the history of the identity will remain intact.
Suspend an Identity
Another action that is available is the Suspend Identity button. Suspending an identity is a soft deletion of the identity. Based on configuration, they may no longer be visible in CONNECT or Guest, and will be marked as suspended in IDM. Suspended Identities can be unterminated at any time and the history of the identity will remain intact.
Delete an Identity
The final action that is able to be taken is Delete Identity button. Deleting an identity will also remove an identity from the system, however unlike terminating an identity this is a hard delete without the ability to undelete.