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.
Environment access	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.
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 Masters > Users > Add 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 Masters > Users > Users list;
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 Masters > Users > Users list;
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

For a user, it is sufficient to have visibility on one of the two partners involved in a loop to visualize the loop on the board.
For example, a user is in charge of the receipt of materials and he needs to see the purchase kanban loops with all the company external suppliers on the board. In this case, it's sufficient to grant visibility to the internal customers of those loops and not necessarily to the external suppliers.

Procedure:

1. Get in Masters > Users > Users list;
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 Masters > Users > Users list;
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 Masters > Users > Users list;
2. In the user list, search or filter the user and click on Set user home page;
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.