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.
Always use a real person's name. It's confusing to track user's actions within the system, and difficult to ensure license compliance, using virtual persons like Engineer1.
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 dropdown list.
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 dropdown list. 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 person always has administrator permissions (even if it hasn't explicitly been assigned an administrator role).

Use the super administrator account to access your system under these unusual conditions:

  • All known log-in accounts or passwords have been lost. On the PDXpert Application Server, click the Reset Admin button, then use the super administrator account to update user accounts in the PDXpert client's User Management window.

  • More log-in accounts have been assigned than are permitted by your PDXpert software license. Log into PDXpert using the super administrator account, and then delete user accounts in the PDXpert client's User Management window. When the total number of user accounts is within the maximum shown in the Software License Key window, all users will again have normal access.

The super administrator account is assigned within the Collection Explorer's Persons collection. See the How to perform other tasks > Manage user accounts > Setting a user as the super administrator help topic.

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 > Managing collections 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 is copied into empty address fields.

Primary email address

The Primary email address defines where email notices are 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

Use your email client (e.g., Microsoft Outlook) to process incoming notices — for example, to sort into topic folders, assign a priority or schedule a reminder.

Setup suggestions

Any number of Persons member records can be created without affecting the software license count. However, each user account (log-in) 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.

Setting a person's status to inactive

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, set the person as inactive rather than delete or re-use the person's record:

  1. If the person is currently set as the system's Super Administrator (that is, the person is shown in bold in the Collection Explorer's Persons collection, and Default member of collection is marked), then assign another person to be the Super Administrator by right-clicking the record, and selecting Set as Super Admin.
  2. If the person participated in your change workflow, remove the person from (a) the Persons tab in all Group collection members and (b) the Participants tab's Observing persons list in all Change Form collection templates.
  3. Delete the person's user log-in account. From the Tools menu, select the User Management... command. Click the Delete button on the appropriate row to remove the log-in credentials and release the user account license. (You may want to defer this step until after the user's agent has taken control of in-process items.)
  4. On this Persons collection member window, (a) clear Active: users can select and (b) delete the person's Primary email address from the Address tab.

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