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Create and update a user

What is a User?

In KanbanBOX a User is an employee or a workstation with a specific role or function in the company. It’s recommended to create a single user for every employee or workstation that uses KanbanBOX because:

  • Every employee has different tasks, role and responsibilities, which means in KanbanBOX different possible uses.
  • KanbanBOX records every single action done and matches to the user, that is directly responsible.
  • KanbanBOX interface is customizable based on needs, with regard on widgets in the home page, email notifications and table filters.

No limits in the number of users. Only Admin users can create, update or delete a KanbanBOX user.
Also external suppliers and customers can create in their license an unlimited number of users.
It is not possible, within a license, to create users for people that belong to external companies.

The fields of the user master

Field Description
Username Name of the user, without spaces. KanbanBOX records every single change made and matches it to the user name, to guarantee the traceability of every single action.

The domain of the email address have to corrispond to the company domain.
Email User email. A mandatory field that set email for user notification. Use a real email address if you want to receive notifications.
The email address is valid
  • Yes, the address can receive emails: email exists and it can receive notification from KanbanBOX.
  • No, the address can not receive email: email is not valid and it can't receive notifications from KanbanBOX.
External user ID ID of the user to identify the user on other management software, for example for the SSO.
User type
  • Personal account: the account is used by one person. In this case, Name and Surname of the user will be requested.
  • Shared workstation: the account is used by more people.
Timezone User time zone. Choose the time zone from the list.
Language User language. Choose the language from the list.
Role
  • Read: user can only read the kanban board. For the only-read workstation, can't set new statuses. For production lines, commercial department, etc.
  • Prod: user can read the kanban board and set a new kanban status. For production lines, storekeepers, etc.
  • Plan: user can read the kanban board, set new kanban statuses, change masters data and kanban loops. For purchase department, production manager, logistics manager, etc.
  • Admin: in addition to a Plan's permits, he can manage company settings, set users, modify users settings and update templates. For the Plant Manager, the Production Planning Manager, the Project Manager, etc.
Access to the environment
  • Production and Test environments: the user has access to both production environment and test environment.
  • Test environment only: the user has access only to test environment. Useful for users testing the integration with company IT systems.
Destination
  • Default: kanban card printing will follow the template settings.
  • Print queue: when printing a kanban card, you send it in print queue.
  • Direct to print: when printing a kanban card, you send it directly to the printer.
Create worklist from print queue This setting allows the users to decide whether they want to create a worklist when the cards are added to their print queue.
  • Default: it will take the default value set in the company settings.
  • Yes: it will create a worklist when one or more cards are added to the user's print queue.
  • No: it will not create a worklist when one or more cards are added to the user's printing queue.
Password and confirm password You must set a password for the new user. Once logged in, the new user should change it in user settings.
Multi-factor Authentication The Multi-factor Authentication (MFA) is a system to increase corporate security: nowadays it's one of the most effective mechanisms with which companies can protect their digital resources. The MFA protects access to data and to the application, while ensuring easy use for KanbanBOX users. In KanbanBOX, it works by requiring two following verification methods:

  • the password
  • the Google Authenticator app, available for both Android and iOS.
    • Each user can activate the MFA from Settings > User Settings > Multi-factor authentication > Activate Multi-factor.
    API Key External software can read and write information in KanbanBOX by logging into API with the API key, that identifies API with this user.
    Allowed status changes Status changes available for the new user:

  • Default: will follow allowed status changes defined in company settings.
  • Yes: user can set this particular status.
  • No: user cannot set this particular status.
    		•

    It is possible to add custom validation for some fields. See Custom field validation for more information.

    How to add new users

    Procedure:

    1. Get in Master data > Users > New user;
    2. Fill in the required fields;
    3. To confirm, click Save.

    How to add an external user

    For every user of the license, the domain of the email address inserted in the Email field has to corrispond to the company domain.
    The list with the accepted domains for a license is managed by the KanbanBOX Team. If you need to add an external user or a user with a domain that is different from the company domain, contact the KanbanBOX Support.

    How to update a user

    Procedure:

    1. Get in Master data > Users > User management;
    2. In the user list, search or filter the user to update and click on Edit user;
    3. After submitting your new data, confirm your changes clicking on Save.

    How to delete a user

    Procedure:

    1. Get in Master data > Users > User management;
    2. In the user list, search or filter the user to delete and click on Delete user;
    3. To confirm, click on the green tick.

    How to set the user visibility on partners

    KanbanBOX provides three different kanban board views: Board as Supplier, Board as Planner, Board as Customer. User visibility should be configured based on the kanban board view each user is intended to work with.

    • Board as Supplier: users can view all loops related to supplier partners they have visibility on (you need to be Supplier of the loop). This feature is particularly useful when managing a large number of internal suppliers, as it allows users to filter the board and focus only on the loops associated with specific suppliers.

    • Board as Planner: to view a loop on the board, users only need visibility on one of the two partners involved. This is generally the most commonly used board view. For example, if you want to see all purchasing loops related to a specific customer, having visibility on that customer is enough to display all associated loops on the board.

    • Board as Customer: users can view all loops related to customer partners they have visibility on (you need to be the Customer of the loop). This feature is particularly useful when managing a large number of internal customers, as it allows users to filter the board and focus only on the loops associated with specific customers.

    Procedure:

    1. Get in Master data > Users > User management;
    2. In the user list, search or filter the user and click on Edit partner visibility;
    3. In the new page Configure board visibility, filter or identify the partner to make visible or to hide to the user and click the icon Show in board or Hide in board.
      The new configuration is automatically saved.

    By default, Prod users don't have visibility on any partner. Consequently, for each new Prod user the partner visibility has to be set.

    Allow the visibility of all the partners with one click

    KanbanBOX allows you to give your Prod users the visibility on all the partners with one click.

    Procedure:

    1. Get in Master data > Users > User management;
    2. Inside the users list, search or filter the user and click on Edit partner visibility;
    3. In the new page Configure board visibility, click on the field Change visibility at the top right corner of the page (it is disabled by default).

    If you wish to go back to the previous configuration, you would only need to click again on Change visibility.

    The new configuration is automatically saved.

    How to set the user home page

    Procedure:

    1. Get in Master data > Users > User management;
    2. In the user list, search or filter the user and click on Set user homepage;
    3. In the new page Setting 'Username' homepage, at the bottom left or right, click Edit your home page, and in the drop-down list on the left or on the right (choose if you want the widget on the left or on the right of homepage) choose the widgets for the user.
      The new configuration is automatically saved.

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