Adding and deleting Explore & Present users

This guide explains how to add, delete and deactivate users with access to the Explore and Present Adverity pages, and how to set password expiration periods for Explore & Present users.

Introduction

Follow this guide to create a user with access to the Explore and Present pages in Adverity, if you use these pages.

To create a user with access to the rest of the Adverity platform, follow the steps in Adding and deleting Adverity users.

Adding a user in Explore & Present

To add a user in Explore & Present, follow these steps:

1. Go to the Explore page.

2. In the top left corner, click Select workspace, then Administration.

3. In the Users and roles section of the administration menu, click Users.

4. In the top right corner, click + Add user.

5. In Email, enter the email address of the user.

6. In First name and Last name, enter the name of the user.

7. In Tree viewing permission, select how much of your organization's workspace tree structure this user should see:

   • Show only current node - this user can only see the workspaces that they can access.

   • Show current node and one node above - this user can see the workspaces that they can access, as well as the parent workspaces of these workspaces.

   • Show complete tree - this user can see all workspaces in your organization's tree structure.

   The Show current node and one node above and Show complete tree options do not allow the user to access the additionally displayed workspaces. However, they provide additional information about the position of the workspaces that the user can access.

8. In Number format, choose how to display numbers for this user.

9. In Date format, choose how to display dates for this user.

10. In Role, select the role you want to assign to this user. For more information, see Roles and permissions in Explore & Present.

11. Select Send invitation email to send a welcome email to the user.

12. Click Create.

As a result, the user account is created.

Deleting a user in Explore & Present

You can only delete a user in Explore & Present if the user does not have any dependencies, for example dashboards that they have created, or workspaces to which they have access. If a user has dependencies, you must first transfer these dependencies to another user and then delete the user. For more details, see Understanding user dependencies below.

To delete a user from Explore & Present, follow these steps:

1. Go to the Explore page.

2. In the top left corner, click Select workspace, then Administration.

3. In the Users and roles section of the administration menu, click Users.

4. In the table, click Dependencies in the row for the user you want to delete.

5. If necessary, transfer any dependencies to other users by following these steps:

   1. In the Reattach? column of the dependencies table, select the checkbox for all dependencies that you want to transfer to another user. You can only select one user at a time, but you can repeat this process to transfer additional dependencies to another user.

   2. In the Select user drop-down menu, select the user to which you want to transfer the selected dependencies.

   3. Click Reattach objects to user.

   4. (Optional) Repeat the previous steps to transfer remaining dependencies to a different user.

6. At the bottom of the page, click Delete user.

7. In the confirmation dialog, click Delete user.

As a result, the user account is deleted along with any remaining dependencies that are still attached to this user.

Understanding user dependencies

User dependencies are the objects in Adverity with which a user is associated. These are typically objects that the user owns, such as dashboards or authorizations a user has created, and workspaces to which they have access.

Most dependencies need to be transferred to another user before you can delete the user associated with these dependencies. However, you do not need to transfer the following dependencies when deleting a user; these dependencies are deleted at the same time as the user is deleted:

• BusinessEntityAccessHistory - the number of workspace audit log entries associated with this user

• DashboardShare.sharedBy - the number of dashboards that this user has shared with other users

• DashboardShare.sharedTo - the number of dashboards that other users have shared with this user

• WidgetShare - a link that allows a widget to be shared publicly

• UserRole - the roles that this user has

The table below contains definitions of all user dependencies that need to be transferred to another user before this user can be deleted.

Dependency	Definition
Segment	The number of filter templates created and owned by the user.
QueuedProcess	The number of queued processes owned by the user. Queued processes are either: A rule that is manually applied by the user. A data import manually sent to Explore & Present.
Rule	The number of rules created and owned by the user.
RuleHistory	The number of rules applied by the user.
DashboardScheduler	The number of scheduled exports from a dashboard created and owned by the user.
ExportHistory	The number of times the user manually exported data.
ChartEvent	The number of chart events created and owned by the user.
Dashboard	This is the number of dashboards created and owned by the user.

Deactivating a user in Explore & Present

To prevent a user from accessing Explore & Present without deleting the user, you can deactivate their account.

To deactivate a user, follow these steps:

1. Go to the Explore page.

2. In the top left corner, click Select workspace, then Administration.

3. In the Users and roles section of the administration menu, click Users.

4. In the table, click Show in the row for the user you want to delete.

5. Deselect the Enabled/Active checkbox to deactivate the user.

6. Click Save.

As a result, the user account is deactivated, and the user can no longer access Explore & Present.