This topic is contained in the PDXpert help file: select Contents from the application's Help menu.

Persons

Purpose

Specifies people who have an interest in your product data and, optionally, allows you to create and manage PDXpert user accounts for them.

Where used

System-wide

Data fields

General tab

Name

This is the complete name for the person.

Before changing the person's Name or deleting the person record, refer to the Setup suggestions below.

Job title

This describes the person's job function or assignment.

Organization

Select the employing organization from the combobox.

Employee identifier

In larger organizations, this may be useful to distinguish between similarly-named employees.

Do not enter privacy-sensitive information such as social security number. Use an organization-issued identifier instead.

Supervisor

Select the employee's supervisor from the combobox. This information may be useful when the employee cannot be contacted.

Start at the highest level that you'll need of a company's organization chart. As you work down the chart, you'll always have an employee's supervisor available as you enter their data.

Start date

You may wish to record when a person joined the organization, or first had access to PDXpert.

End date

You may wish to record when a person left the organization, or last had access to PDXpert.

Default member of collection

The default member of the Persons collection is called the super administrator. This member always has administrator permissions (even if it hasn't explicitly been assigned an administrator role). Every PDXpert system has exactly one super administrator, which is the target of the Reset Admin command on the PDXpert Application Server.

Active: users can select

Mark this checkbox for current PDXpert system users, and clear it for previous users.

You'll usually want to make previous persons inactive, rather than rename or delete the member record. Refer to the Setup suggestions below.

Permanent member of collection

For a description of this checkbox, see the Collections reference > Common properties & attributes help topic.

Address tab

This address contains the person's individual contact information. If you click the Copy organization's address button, then the employing organization's address information will be supplied for any blank address fields.

Primary email address

The Primary email address defines where email notifications will be sent in response to change workflow events and task assignments. You can specify several email addresses by separating them with a comma:

user.name@mycompany.com, username@gmail.com

Setup suggestions

Any number of Persons member records can be created without affecting the software license count. However, each user account (login) name consumes one license. To free a license, you can delete an account on the User Management window and, if you wish, leave the Persons record in the database.

After a person has participated in the PDXpert system, that person's history (such as document creation and change approvals) is always useful. Therefore, when you no longer want the person to access PDXpert data, don't edit the person's Name to someone else. Instead, you'll usually want to:

1. Delete the person's user account. From the Tools menu, select the User Management... command. Click the Delete button on the appropriate row to remove the login credentials and release the user account license.
2. On this Person collection member window, (a) clear the Active: users can select checkbox, and (b) delete the person's Primary email address from the Address tab.
3.  If the person participated in your change workflow, remove the person from (a) the Approvers tab in all Department/Group collection members and (b) the Observers list in all Change Form collection templates.

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Help topics describe the most current PDXpert PLM software release, and may differ from earlier releases.