Users How-Tos

Search Users

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Fill in one or more of the following search fields:
    • Account Status – Only users with the account status selected return in the results table.
      • All
      • Active – The user's account is active.
      • Disabled – The user's account is disabled. The user cannot sign on.
      • L​ocked - Failed Logins – The user made too many failed login attempts, which locked the account.
      • Password Expired – The user's password expired.
    • Role Name – Only users assigned to the selected role return in the results table.
      • All
      • Company Administrator – The user is assigned the Company Administrator role.

      Remaining options populate from the roles created on the Create New Role screen.

    • User Name – Only the user selected returns in the results table.
    • Assignments – Only users with the assignments selected in the fields below return in the results table.
      • Service Administrator – If selected, only users assigned as a Manager for one or more apps return in the results table. The type-ahead field below narrows the results to Managers from a particular application.
      • Pro​cessLink Owner – If selected, only users assigned as a ProcessLink owner for one or more ProcessLinks return in the results table. The type-ahead field below narrows the results to owners of specific ProcessLinks.
      • ProcessLink POC – If selected, only users assigned as the point of contact (POC) for one or more ProcessLinks return in the results table. The type-ahead field below narrows the results to POCs of specific ProcessLinks.
  3. Select Search.

    The results display in the table.

  • To view a user, select View Details in the Actions column.

Add New Users

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  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Select Add New User(s).
  3. Enter the Email Adresses of New Users separated by commas.
  4. Select Save.

    The Manage Users screen displays. The user receives an email from TraceLink with a link to activate their account and set their password.

Assign Roles to a User

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  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Search for a specific user.
  3. Select View Details in the Actions column of the results table.
  4. Select the checkbox for each Role to assign to the user on the Roles tab.
  5. Select Submit Changes.
  6. Select Confirm.

    The Manage Users screen displays, and the updates to the user's account are saved.

  • Administrators can also assign users to roles on the Edit Role screen.

Disable a User's Account

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Search for a specific user.
  3. Select View Details in the Actions column of the results table.
  4. Select the Disabled radio button under Account Status.

    Managers, ProcessLink Owners, and ProcessLink POCs cannot be disabled. Users cannot disable themselves.

  5. Select Submit Changes.
  6. Select Confirm.

    The Manage Users screen displays, and the updates to the user's account are saved.

Assign a New Owner to a ProcessLink

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Search for a specific user.
  3. Select View Details in the Actions column of the results table.
  4. Select the Owned ProcessLinks (n) tab.
  5. Enter the name of the new owner for the ProcessLink in the Assign New Owner type-ahead field.
  6. Select Submit Changes.
  7. Select Confirm.

    The Manage Users screen displays, and the updates to the user's account are saved.

Reset a User's Password

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Search for a specific user.
  3. Select Reset Password in the Actions column for the desired user.
  4. Select Confirm.

    The dialog box closes, and TraceLink sends the user an email to reset their password.

  • Administrators can also reset a user's password on the View User Details screen.

Edit Sign-On Settings

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  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Select Configure Sign-On Settings.
  3. Select Use TraceLink security to authenticate users from the Authentication Method radio buttons.
  4. Enter the amount of time (in minutes) to Expire User Session After the last action the user takes.
  5. Select how to lock users out of their account after Failed Login Attempts:
    • Lock after 5 failed consecutive login attempts – (default) Users are allowed 5 failed login attempts before being locked out, after which they must contact their Administrator to reset their password.
    • Lock account after [n] failed consecutive login attempts – Users can only have the number of the failed login attempts entered in the text field before the TraceLink Network locks the account. Values of 1 through 15 allowed.
      1. Enter the number of failed login attempts allowed in the Lock account after [n] failed consecutive login attempts radio button.
      2. Select the Unlock account after [n] minutes checkbox to set the amount of time before the account is unlocked, and enter the number of minutes.
  6. Select whether passwords expire from the Password Expiration radio buttons:
    • Passwords never expire – Passwords do not expire.
    • Passwords expire after [n] days – (default) Passwords expire after the number of days entered in the text field.
      1. Enter the number of days before passwords expire in the Passwords expire after [n] days radio button.
      2. Select the Alert user [n] days before password expires checkbox to alert users in the TraceLink Network on the first screen after login before their password expires, and enter the number of days before the password expires.
  7. Select whether users can reuse previous passwords from the Password Reuse radio buttons.
    • Users can reuse all previous passwords – When passwords expire, users can reuse any previous passwords.
    • Users cannot reuse any of their previous [n] passwords – (default) When passwords expire, users cannot use their previous passwords, up to the number entered in the text field.
      • Enter the number of previous passwords that users cannot reuse in the Users cannot reuse any of their previous [n] passwords radio button.
  8. Select Update Settings.
  9. Select Confirm.

    The dialog box closes, the Manage Users screen displays, and TraceLink saves the updated sign-on settings.

  1. Hover over Company Administration on the User Profile drop-down in the top right of any screen, and then select Users.
  2. Select Configure Sign-On Settings.
  3. Select the Use your company's single sign-on capability to authenticate users from the Authentication Method radio buttons.
  4. Enter the amount of time (in minutes) to Expire User Session After the last action the user takes.
  5. Enter the company's entire Single Sign-On Certificate in the text field.

    Include the first line (e.g. ------ BEGIN ------) and the last line (e.g. ------ END ------).

  6. Enter the TraceLink path where the TraceLink Network sends the users' authentication requests after login in the Authentication End Point field.

    This path needs to be set both here and in the company's single sign-on software. Use the format "saml/sso/[comany_name]". The [company_name] must be the company's name on the TraceLink Network.

  7. Enter the Authentication Server Redirect URL where the TraceLink Network should send users that try to access TraceLink without a valid session (i.e. the company's single sign-on URL).
  8. Enter the Redirect URL Parameter Name of the parameter used in the redirect URL that informs the authentication server where to send the users after the single sign-on software authenticates the login (e.g. "returnurl", "redirecturl").
  9. Select Update Settings.
  10. Select Confirm.

    The dialog box closes, the Manage Users screen displays, and TraceLink saves the updated sign-on settings.