Managing system users
You have to log in to Alfresco Explorer as an administrator (admin) to create accounts for each Alfresco user. Only users that belong to Administrators group can manage user accounts.
To add users, you need to know the user ID, password, and other details as listed in the following Create new users section.
In Alfresco, each user can have his/her individual space. Location and name for a space can be specified while creating a user account. The user for which a space is created becomes the owner of that space. As an owner, the user can have full access to his/her space.
Creating new users
It is a good practice to create all users in a single space called as User Homes.
Before adding users, you will need to know the following details for each user:
- First Name
- Last Name
- Email ID (valid corporate email)
- Company ID (for customer extranet, this could be customer's company name)
- User name (login ID)
- Password
- Home space name (usually username)
Refer to the first figure for the list of users to be created for your intranet. Follow the given steps to create a user:
- In any space, click on the Administration Console button provided in the top toolbar as shown in the following screenshot:
- The Administration Console pane appears. Click on the Manage System Users link. The Manage System Users pane appears as shown in the previous screenshot.
- In the header, click the Create User link (highlighted in the previous screenshot).
- The first pane of the New User Wizard appears. This is the Person Properties pane, as you can see from the list of steps at the left of the pane.
- For the user Mike ExecEngg, provide Mike as the First Name, Exec Engg as the Last Name,
<mike@localhost.com>as the Email, and Have Fun Corp as the Company ID. In fact, you may also provide the employee ID in the Company ID field. - Click on the Next button to the right of the pane. The second pane of the New User Wizard. This is the User Properties pane, as you can see from the list of steps at the left side of the pane.
- Choose mike (all lower case) for User Name and Password. Choose Users Home as the parent space and mike as the Home Space Name. Note that the username and password must be between 3 and 32 characters in length.
- Click on the Next button to the right of the pane. The third pane which is the Summary pane for the New User Wizard appears.
- Verify all the information and click on the Finish button to confirm.
Note
For every wizard in Alfresco, you need to click on the Finish button to confirm; otherwise, the information you provided earlier will be lost.
Similarly, create all the users (except admin, which is already created out-of-the-box) listed in the first figure.
Note
Do not proceed to the subsequent sections without creating the users first. Remaining sample solution is based on these users and the groups they belong to.
Searching for existing users in Alfresco Explorer
Alfresco provides a user-search tool to find a user by using their first name, last name, and/or username. Follow the given steps to search existing users:
- In any space, click the Administration Console icon. The Administration Console pane appears.
- Click the Manage System Users link. The Manage System Users pane appears.
- In the search box, provide user's first name or last name to search. Alternatively, to see all users click the Show all button without providing any information in the search box.
The search results will be displayed as shown in the following screenshot. If there are many users in the system then the search will return multiple pages with pagination numbers.
Modifying user details
Search for a system user as explained in the Searching for existing users section previously. To edit user detail information, click on the Modify icon, belonging to that user as shown in the previous screenshot.
The first pane of the Edit User Wizard appears. You can edit and make corrections as required and then click the Finish button to confirm.
Deleting a user
Search for a system user as explained previously in the Searching for existing users section. To delete user, click on the Delete icon, belonging to that user as shown in the previous screenshot. You need to be very careful while deleting a user from the system as the user will no longer be able to access the system.
Even if the user is deleted from the system, his/her home space will not be deleted from the system. Hence you need to remove the user space manually if you want the deleted user's content removed from the system.
Note
Alfresco provides a content recovery tool to recover the deleted content. However there is no way to recover the deleted user. Hence, you need to be careful while deleting a user from the system.