Manage users, groups and roles

The users and groups management functionality allows administrators and superusers to manage user accounts, groups, and roles.

Each user can belong to one or more groups. A Group is a set of users that share access rights to a given folder/file. For example, as a member of the group Sales, a user can access files or folders that have been shared with this group.

Every user has one role. For example, a user can have an Analyst role, a Model Designer role, a Viewer role, or an Administrator role. The role of a user determines the features of Apromore that are accessible to the user. For example, an Analyst can create and edit dashboards and filters, whereas a Model Designer cannot. On the other hand, a Model designer can edit process models, whereas a Viewer cannot edit process models but can only view process models.

Note

Only a user with Superuser or Administrator role can access the Manage users and groups functionality.

To access the functionality for managing users, groups and roles, click on the Manage users button.

Once the User management window opens up, we can create or remove a user, create or remove a group, create or remove a group relation, create, remove, or clone role(s) and assign users different roles and groups.

Create new user

To create a new user, click on the Create new user button.

Enter all the details in the Create new user dialog and click Create.

The user will be created.

Note

If your Apromore tenancy is connected to a corporate Single Sign-On (SSO) system such as your corporate Azure Active Directory or Okta, users should normally not be created manually using the above method. In such tenancies, a new user account is automatically created when a user logs in for the first time to Apromore.

Edit user information

We can edit the information of an existing user in Apromore. Specifically, we can edit the first name, last name, email, and password of the user. We can also change the assigned roles and assigned groups of the user.

To edit a user’s information, in the Users tab, search for the user using the search bar and select the user.

The user’s information appear to the right. We can now make changes to the user information.

Note

We cannot change the username of an existing user.

Click Save to confirm the changes.

Remove user

To delete a user, select the user you want to delete and click on Remove user button.

A confirmation question window appears. Click on OK to delete the user.

If the user owns some assets (or files) in their Apromore Workspace, we are prompted to either delete the assets or transfer the ownership of the assets.

If we don’t want to lose the user’s files in their workspace, we can transfer them to another user.

To transfer file ownership, select Transfer ownership in the bottom left corner of the Delete user window.

Specify the name of the user to whom we want to transfer the files.

Click Delete user to finalize the process.

If we looked through the files and didn’t find them necessary, we can remove them by choosing the Delete assets option.

Note

If the user didn’t have any logs/folders in their workspace, the user will be deleted right after we click on OK in the confirmation window.

Create new group

To create a new group, click on Create new group button in the Groups section.

Enter the name of the group and click Create.

The group will be created.

Add a user to a group

To add users to a group, select the group. On the right-hand side, we can select the user and click the “>” button to add the users to the group.

The user now appears in the Assigned users section.

Click Save.

Remove a user from a group

To remove a user from the group, select the user in Assigned Users section and click the “<” button.

The user now appears in the Users not in the group section. Click Save.

Remove group

To remove a group, select the group and click on the Remove group button.

Create and remove group relations

The group relations tab defines the relationship between groups when publishing a model. To learn more about group relations for publishing a model, see Publish Process Model.

Roles and permissions

A role gives a certain set of application permissions. The following table lists the permissions available in Apromore and their meaning.

Permission	Description
Create Models	Create new process models in the Workspace.
Discover & analyze models from logs	Open an event log in the Process Discoverer to visualize a process map or process model.
Edit & publish models	Edit existing process models or trigger their publication.
View models	Open an existing process model in the model editor.
Manage calendars	Attach a calendar to an event log or create new calendars.
Filter logs	Create a new named filter.
Save filtered logs	Apply a filter to a log and save the resulting filtered log in the Workspace.
Animate logs	Run a log animation in Process Discoverer or from the Workspace.
Compare models	Use the model comparison feature.
Check conformance	Use the conformance checking feature.
Simulate models	Start a simulation from the process model editor or the Workspace.
View dashboards	Open a log in the Dashboard module.
Create & edit Dashboards	Create a new customer dashboard, edit an existing dashboard, or manage dashboard templates.
Merge models	Use the ‘Merge models’ feature in the Workspace.
Search similar models	Use the ‘Search similar models’ features in the Workspace.
View predictive monitoring dashboards	Attach a predictor to a log to visualize the case predictions.
Training predictive models	Create a new predictor or edit or remove existing predictors.
Create data pipelines	Open the ETL data pipelines environment from the Workspace.
Manage data pipelines	Open the ‘Manage data pipelines’ window to view and edit existing pipelines.
Download logs	Download an event log in the Workspace.
Upload logs	Upload an event log to the Workspace.
Upload models	Upload a process model to the Workspace.
Manage users, groups, and roles	Create, edit, or remove users, groups, or roles.
Manage access rights	Open the ‘Manage access rights’ window. Note that every user can manage access rights to the logs they own via the Share button.
Access API	Access the functionality of Apromore via its API.

Assign a role to a user

Every user has a role. The role of a user determines the operations the user is permitted to do in Apromore. For example, a user with Analyst role can create and edit dashboards, whereas a user with Viewer role cannot do so. Similarly, a user with a role Analyst or Model Designer can create and edit process models, but user with a Viewer role cannot.

The following matrix shows the permissions that each role has.

To assign the role to a user, choose a role from the Role name list and select the user from Users not assigned to the role list. Click on the “>” button and Save.

Note

For larger organizations with many roles, the Search Role can ease the process. To search for the role, click on  and enter the role name in the field.

Note

The checkmark in front of Analyst indicates that a newly created user will automatically be assigned the Analyst role. We can change the user’s role using the steps in this section.

Create a new role

To create a new role, click the Create new role button.

The Create new role window pops up. Enter Role name, and select the Role template. Click Create.

Note

The role template determines the license type that would be assigned to the role. For more information about license types, see Manage licenses.

The new role will appear in the Role name list.

Edit a role

To change the role name or assigned permissions, select a role and click the Edit role button.

The Edit role window pops up where we can change the role name and permissions.

After all the necessary changes are made, click on Save.

Note

The default roles cannot be edited.

When we select one of the default roles, the Edit role button changes to View role. View roles allow seeing permissions assigned to each role.

Delete a role

To delete a role, select the role and click the Remove role button.

The confirmation window pops up. Click OK.

Clone a role

To copy-paste the role’s permissions, click the Clone role button. It might be helpful when the new role is identical to an existing one, with only a few exceptions.