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The central user management contains the elements "Users", "Roles", and "Organizational units" and can be used to edit the organizational structure for process automation. The users, roles and organizational units modeled in the assigned organizational charts in the business process are automatically created in the central user management during the generation of an executable process. They can also be created via an LDAP system. You can however, also create all elements manually. You can display, create, edit, delete, and update users, roles, and organizational units in the central user management.

Please use the "What are the recommendations for using central user management?" help page to inform yourself about dependencies in the management of elements, about organizational charts, LDAP systems and the central user management.

You must have process administrator privileges to use the central user management. Activate the Administration module. Select a server that "ARIS Process Governance" is installed on in the navigation tree and open central user management. Log in to central user management. To display detailed information select users, roles or organizational units in the navigation tree and then the relevent item.

Create, edit and delete users

Click "Users" in the navigation tree and then click "Create user" in the detail view. Enter a name, user name, e-mail address, and password on the "Details" tab. Activate the user for process automation. If necessary, assign process administrator privileges to the user. Activate the "Roles" tab. To assign roles, select the relevant items in the "Unassigned roles" box and click "Create assignment". To remove roles from the "Assigned roles" box, select the relevant roles in this box, and click "Remove assignment". Confirm your input. The user is created for process automation. The user can only log in to the "Task list" module or Process Board to perform manual tasks if he is activated.

If a user that already exists in the LDAP system is created, only the user name must be correct. For the other specifications you can enter any characters you wish because this information will automatically be transferred from the LDAP system after the user is created. LDAP users are indicated by a different user symbol. The user name does not necessarily have to correspond to a person's first or last name. In many cases, a randomly selected character string is used, or an abbreviation of the first and/or last name.

The user cannot be created if a mandatory field was not filled out or if a user name was entered that is already being used by another user in the system. To change user data, select the relevant user in the detail view and open the "Edit user" dialog. Change the relevant entries such as name, e-mail adress, and password, or activate the "Roles" tab to change the role as previously shown. Confirm your input.

The user's data is changed. After you have changed the password the user is informed per e-mail about the new password. Delete users of process automation when they are no longer relevant. Select the user you want to delete. Click "Delete user" and confirm the confirmation prompt. The user is deleted.

If you delete users that are referenced directly by an executable process, that process is no longer functional. For example, if you delete all users of a role that is referenced in the process, the process can no longer be executed. The system user cannot be deleted.

Activate the user for process automation. You can either activate individual users or all members of a role. Switch to the roles and right-click on the roles whose members you wish to activate. Select "Activate all members of the role" and confirm the confirmation prompt. All members of the selected role are activated for process automation. The active members can now log in to the "Task list" module or Process Board to perform manual tasks. You will receive a corresponding notification.

Assign users process administrator privileges to give them access to central user management and process administration. Double-click the relevant user. Activate the "Assign process administrator privileges" option and confirm your input. The user is assigned the corresponding privileges. To obtain a clearer overview, you can choose to only display the active users in process automation.

Create, edit, and delete roles

You can create new roles for process automation. Select "Roles" in the navigation tree and open the "Create role" dialog. Enter a name for the role. Assign organizational units and users, as shown for the assignment of roles to users.

You can change the data for already existing roles with the "Edit role" button, as shown before with the users.

You can delete roles from the process automation that are no longer relevant. A role can only be deleted if it is not assigned to any users with no other role assignments. If you delete roles that are referenced directly by an executable process, that process is no longer functional. For example, if you delete all roles of an organizational unit that are referenced in the process, the process can no longer be executed. Select the role you wish to delete, click "Delete role" and confirm the confirmation prompt. The role is deleted.

Create, edit, and delete organizational units

You can create new organizational units for process automation. Select "Organizational units" in the navigation tree and open the "Create organizational unit" dialog. Enter the name for the new organizational unit and specify an escalation manager. The escalation manager is the user who is notified when a human task is not completed by any executor by the due date. Confirm your input. The organizational unit is created for process automation.

You can change the name of an organizational unit in the "Edit organizational unit" dialog.

Delete the organizational units from the process automation when they are no longer relevant. An organizational unit can only be deleted if it is not assigned to any users and/or roles. Select the organizational unit you wish to delete and click "Delete organizational unit". Confirm the confirmation prompt. The organizational unit is deleted.

Superior procedures

Refresh all items in the central user management. This can be useful for example, if several users are working in the central user management at the same time. Select the relevant item in the navigation tree and click "Refresh". The selected items are refreshed. If you collapse the "Central user management" node and then expand it again, all items in the central user management are refreshed automatically.

If an LDAP system is configured on the server, the "LDAP import" button is active. You can then import users from the LDAP system into the central user management. In doing so, all users from the configured directory of the LDAP system are transferred to the central user management. You can synchronize user, role, and organizational unit data from the central user management with LDAP system data. The data from the LDAP system is transferred to the central user management for the selected element.

We recommended that you reset up the central user management before you change to or deactivate LDAP, for example. To do so, delete all items in the central user management. Right-click "Central user management" in the navigation tree and select "Delete all". Confirm the confirmation prompt. All roles, organizational units, and users - with the exception of the system user - are deleted from the central user management.

If you change data or assignments in the central user management and then create the executable process or update the organizational chart, the data in the central user management is overwritten with the modeled information. We therefore recommend that you use the central user management only to activate users and as an information source pertaining to the current organizational structure.

You just saw how you can manage the organizational structure for process automation with the central user management. Each of the demonstrated procedures can be found in the ARIS Process Governance help.