user.md

description
User accounts are necessary to access the system. Manage your local or third-party users and then assign permissions.

User

Working with User

Each FYLR installation comes with some predefined system user that cannot be deleted but can be used to assign system rights and permissions to. You can add your own users by clicking on the plus button on the lower left. To delete a user, select it and click the minus button. Depending on your configuration, the user will then be archived or deleted. In both cases the collections of this user will be deleted and cannot be restored. You can copy a user by selecting it and click on "Copy" on the lower right of the user settings.

You can also use the filter to search for users:

OPTION	DESCRIPTION
Type	Filter for user type (see below).
Groups	Filter for users of specific groups. Enable "Exclude Selected Groups" to show users that do not belong to the selected groups.
Plugin Groups	Filter for users of a specific group that's managed by custom plugins.
Show Archived	If enabled, only archived users are shown.
Archived After	Only show users that were archived after this selected date.
Archived Before	Only show users that were archived before this selected date.
Deactivated Users	Choose if you want to see active and/or deactivated users.
Filter By	Select all fields which should be included in the search.
Show	Select which fields should be displayed in the user search result. Use the drag handle to change the order.

User Types

There are 8 different types of users.

{% hint style="info" %} User types can be extended with custom plugins. {% endhint %}

TYPE	DESCRIPTION
system	Predefined system users that can't be deleted. See below.
easydb	Local users that were created by administrators in the FYLR application.
easydb_self_register	Users that signed up. Must be enabled in the base configuration.
email	Users to whom a collection has been shared using only an email.
ldap	Users that signed in via LDAP. Must be enabled in the base configuration.
sso	Users that signed in via SSO. Must be enabled in the base configuration.
anonymous	Users that accessed FYLR without an account. Must be enabled in the base configuration. Not displayed in the user list.
collection	Users that were invited to access a collection without an account. Not displayed in the user list.

System User

Each FYLR installation comes with the following predefined system user:

USER	DESCRIPTION
root	Has always full access to the whole system. Should be used carefully.
deep_link	User that's used to check the permissions for deep links. Assign permissions to this user to enable deep links for all or specific records.
deleted_user	Whenever a user is deleted or archived that is the owner of a record or one that created / updated a record, the deleted user is replaced by deleted_user.
oai_pmh	User that's used for OAI/PMH. Assign permissions to this user to make records available for OAI/PMH.

User Settings

{% hint style="info" %} User settings can be extended with custom plugins. {% endhint %}

General

FIELD	DESCRIPTION
ID	User identifier. Will be assigned automatically.
Owner	Name of the user who created the user account. Gets full access (read, write, delete) to the user record. Can only be changed by root.
Type	Type of the user. See above. Can be changed (except type "system"). If the type "ldap" or "sso" is changed into another type, the users will no longer be able to login in with LDAP or SSO.
Login	Login of the user. Can be empty, but then an emails has to be set which then can be used for login.
First Name	First name of the user.
Last Name	Last name of the user.
Display Name	Define how the user should be displayed in the frontend. If empty, the user will be shown with first and last name. If they are empty, the login will be used.
Company	Company of the user.
Department	Department of the user.
Phone	Phone number of the user.
Reference	Reference of the user. Has to be unique.
Profile Picture	Upload a profile picture.
Internal Comment	Internal comment for the user. Will not be shown anywhere else.
Created	Date and time the user was created.
Last Updated	Date and time of the last update of the user.
Last Active	Date and time of the last log in of the user.

Address

Add an address to the user. All fields are only visible to administrators who can access the user and to the user itself (if configured).

Email

Enter an email for users so they can log in with their email and get email notifications, such as collection sharing or finished exports.

FIELD	DESCRIPTION
Email	Enter a valid email for the user.
Ask the User to Confirm Their Email	If set, the user will be send a confirmation email. They won't be able to log in unless they confirmed their email address.
Email Confirmation Request Sent At	Date and time the email confirmation request was sent.
Email Confirmed At	Date and time the email was confirmed.
Send Welcome Email	If set, the user will be send a welcome email.
Welcome Email Sent At	Date and time the welcome email was sent.

Schedule

If you don't want to receive email notifications instantly, but only on specific days or at specific times, you can set up a schedule. Emails will then be queued and send as a bunch on your preferred day and time.

FIELD	DESCRIPTION
Preset	Choose a preset which then can be modified.
Day of Month	Select all days of the month you want to receive email notifications. Should only be used when no weekday is selected.
Weekday	Select all weekdays of the month you want to receive email notifications. Should only be used when no day of the month is selected.
Hour	Select at which hour you want to receive the email notifications.
Timezone	Select your timezone.

Password

FIELD	DESCRIPTION
Valid From	Select a date from which the login should be enabled automatically. Before that date, the user cannot log in. If no date is set, the login is enabled immediately.
Valid To	Select a date when the login should be disabled automatically. After that date, the user cannot log in anymore. If no date is set, the login is enabled indefinitely.
Login Deactivated	Enable to deactivate the user account. When activated the user cannot log in anymore.
Set Password	Enable, if you want to set a (new) password for the user.
Password	Only enabled when "Set Passwort" is enabled. Enter the (new) password for the user. Password requirements might apply (if configured), but can be overwritten.
Force User to Set New Password on Next Login	If enabled, the user will be forced to set a new password after they log in with the current one.

Groups

Assign groups to the current user or see in which automatic groups they are.

TYPE	DESCRIPTION
Groups	List of all local groups.
Other Groups	Groups that are managed by custom plugins.
Automatic Groups	Groups that are automatically assigned to LDAP or SSO users (if configured). Groups are assigned/removed whenever a LDAP or SSO user signs in. They can't be removed manually.

System Rights

Define which parts the user should be allowed to access and which features they should be allowed to use. Please refer to the general overview of system rights for more details.

Permissions

Define which other users or user groups should be able to access (read, write, delete) this user. Please refer to the general overview of the permissions for more details.

User Export

Users can be exported by clicking on the settings icon in the lower left of the user search. The file will contain all user accounts from the current search.

{% hint style="info" %} Please note, that user passwords will not be exported. {% endhint %}

FIELD	DESCRIPTION
user._id	Unique identifier of the user record.
user._version	Version of the user record.
user.login	Login.
user.type	User type.
user.frontend_language	Frontend language the user has selected.
user.database_languages	Database languages the user has selected.
user.search_languages	Search languages the user has selected.
user.frontend_prefs	User settings as JSON.
user.custom_data	Custom data from plugins as JSON.
user.first_name	First name.
user.last_name	Last name.
user.displayname	Display name the user entered.
user.company	Company.
user.department	Department.
user.phone	Phone number.
user.remarks	Internal comment.
user.address_supplement	Extra Address Line.
user.street	Street.
user.house_number	No. / App.
user.town	City.
user.state	State.
user.country	Country.
user.login_disabled	Login deactivated. "true" for deactivated, "false" or empty for not deactivated.
user.login_valid_from	Login valid from.
user.login_valid_to	Login valid to.
user.require_password_change	Force User to Set New Password on Next Login.
user.mail_schedule	Email schedule of the user as JSON.
user.email	Email.
user.confirm_email	"true" if the user should get an email confirmation mail. "false" or empty if not.
user.confirm_email_sent_at	Date and time the email confirmation was sent.
user.welcome_email	"true" if the user should get a welcome mail. "false" or empty if not.
user._generated_displayname	Display name which was generated automatically.
user.picture	Profile picture data as JSON.
_groups#find	IDs of the groups the user is assigned to.
_groups#easydb	Groups the user is assigned to.

User Import

Import, update or delete users by clicking on the settings icon in the lower left of the user search. After uploading the previously exported CSV file, all settings for updating or deleting users are already configured. You just have to click "Prepare" and then decide wether you want to update existing users or want to delete the users that are in the CSV file. If you want to import new users, you have to change the "Update Field" on the "Import Settings" tab to "- Add new -". Passwords can be added to the CSV file in plain text (column name should be _password) and will be saved as a hash in the database after the import.

{% hint style="info" %} Please refer to the csv importer options for a general description. {% endhint %}