User Management
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      How to - User Management

      This article provides information on the User Management options within Gatekeeper and where to locate them.

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      Estimated Read Time: 6 Minutes

      Gatekeeper strongly suggests familiarising yourself with our User Management Definitions before working through this article.

       

       

      Sections in this Article:

       

       

      Where to Locate User Management Settings

      User Management is accessed by navigating to "Settings" from the left side navigation panel and expanding to choose the "Users" option.

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      Note: Only Administrator-level users with the appropriate permissions will have access to the Users menu under Settings. For more configuration information, click here. 

       

      How to Navigate the User Management View

      The User Management page lists all Live Users by default. Click on "Live Users" to view either "Archived Users" or "All Users" as desired.

      Live Users | Menu 

      Use the Filter search box next to the magnifying glass icon to locate specific users. Enter a full or partial term that corresponds to the user's name or email address and then press enter or return on your keyboard. Click the "x" next to your search term to clear the Filter once finished. 

      Click the Configure Columns icon in the top right to adjust your User Management view.

      Configure Columns Icon

      From the pop-up menu that appears, check the boxes that correspond to the data you need to see and drag/drop by clicking the three vertical lines to reorder as desired. Gatekeeper will remember your selections the next time you navigate to the User Management area. 

      User Management | Configure Columns

      Adjust these settings at any time or clear them by clicking the Configure Columns icon and choosing the restoration links for "selection" or "ordering". 

      Adding Users to Gatekeeper

      There are two ways to add Users in Gatekeeper:

      1. Add User (use this for adding a single or small number of Users)
      2. Bulk Import (use this for adding many new Users)

      Click on the green  "ADD" button in the top right and select the appropriate option. 

      ADD User | Button

      Editing Existing Gatekeeper Users

      To edit existing Users simply hover over the menu (three vertical dots) to the right of the user's details and click on the "Edit" icon. 

      Edit Existing User

      Note: If the user's email exists in multiple Gatekeeper tenants then the email address will be locked for editing. An Administrator with the appropriate permissions will need to archive one of the user's accounts first to update (Dealing with Leavers & Movers). 

      Revoking User Access

      To revoke a User's Gatekeeper access, simply hover over the menu (three vertical dots) to the right of the user's details and click on the "Edit" icon. Then click the check box at the very bottom in the "REVOKE" area that says "Revoke Access to Gatekeeper" before saving the change.

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      For more information on dealing with leavers and movers, click here.

      Delegating Workflow Card Ownership


      Workflow Delegation allows users (or an User Administrator) to assign Workflow Cards to an alternative user for a set period of time, after which time the ownership is returned as before.

      This temporary* transfer of ownership also grants the necessary permissions to the new owner so that they can perform the tasks just as the original owner would

      ** Temporary is used here because - along with the user to delegate to - a date period for this delegation must be set. The design of this setting is to mirror an "out of office" period

      However, if you want the delegation to work 'indefinitely', you can simply set the end date to many years in the future:

       

       

       

      Setting up a Delegation for yourself

      My Account | Settings Menu

       

      Step 1) In the top right hand corner of your Gatekeeper view, click your Name

      Step 2) Open the ⚙️Settings menu

      Step 3) Scroll to Workflow Management & hit Create Delegation next to a workflow of your choice

      Create Delegation

      Step 4) In the delegation setup view, select the user to delegate responsibility to, followed by the dates you want this delegation to be active

      Step 5) You can finally populate any custom Instructions** then hit ✅ Create

      Step 6) Repeat Steps 3 - 5 until all the Workflows you need to delegate are reassigned

      **These instructions will appear in the Gatekeeper notification they receive when you create the delegation:

       

      Creating Delegations for Other Users - As a User Administrator

      Administrators in Gatekeeper with access to the Users menu (under Settings) can delegate Workflow activities for anyone after clicking directly on the User's name and following the same steps as above.

      Step 1) Head to Settings > Users

      Step 2) Click on a user's Name (do not click the edit option)

      Step 3) Scroll to Workflow Management & hit Create Delegation next to a workflow of your choice

      Step 4) In the delegation setup view, select the user to delegate responsibility to, followed by the dates you want this delegation to be active

      Step 5) Populate any custom Instructions  then hit ✅ Create

      Step 6) Repeat Steps 3 - 5 until all the Workflows you need to delegate are reassigned

       

       

       

       

      Additional Reading