5.9.5 Person Maintenance

 

Person Maintenance provides the functionality to manage a list of Released Persons with Inactive Logins which includes:


  • Released Persons with no Active Login that have Responsibilities
  • Released Persons with no Active Login that have no Responsibilities
  • Active Login that has not been associated with a Release Person Item.


To manage this, a new section has been added to the Admin System tab - Person Maintenance. A System Administrator will be able to click on the button under the System tab to see the Person Maintenance section:


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System tab showing Person Maintenance


The Person Maintenance section has 3 tabs:


  • With Responsibilities: This is the list of all Person Items that are not associated with a Login or a Login that has been de-activated but has been assigned Responsibilities. For Persons in this list, it is recommended that you do one of the following:
    • Assign a Login to the Person so that the User can log in to action any Tasks raised as a result of their Responsibilities
    • Use the Bulk Reassignment functionality to reassign the Responsibilities to the correct Person. For more information, see Section 5.8.2.
  • Without Responsibilities: This is the list of all Persons that have not been assigned any Responsibilities and are not associated with a Login or a Login that has been de-activated. System Administrators should consider Withdrawing these to prevent inadvertent assignment of Responsibilities.
  • Logins Without Persons: This is the list of all Logins that have either a Named or a Standard licence but are not associated with a Released Person.


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The With Responsibilities grid is a single selection grid while Without Responsibilities is a multi-selection grid. Both tabs will have the following fields:

  • Forename
  • Surname
  • Revision
  • Status
  • Created
  • Username
  • Last Accessed
  • System Role.


If there is no Login associated with the Person the Username will display “(no login)” and will be displayed as greyed out.



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The With Responsibilities and Without Responsibilities tabs will have the option to Refresh, View Person and View Login. The options to View Person/View Login will only be available when a single Person has been selected in the current tab.


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The With Responsibilities list will provide the options to Bulk Reassign Responsibilities and View Responsibilities/Links.


Selection of the View Responsibilities/Links button will display the "Unable to withdraw this item” dialogue. Clicking on the Show Items tab will show the Responsibilities that this Person Item holds that would need to be reassigned.


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Selection of the Bulk Reassignment button will take the Admin to the Bulk Reassignment page and pre-populate the Current Role Holder with the Person Item you selected, so that you can then reassign the Item Roles from this Person to 1 or more Persons.


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Bulk Reassignment Screen


The Logins Without Persons list will show either Named or Standard licences that do not have a Released Person Item associated with them. The only actions available will be to View Login and also View Person if there is a Person Item associated with this Login but is currently not in a Released Status.


The grid is a single selection and have the following columns:


  • User Name
  • Forename
  • Surname
  • Domain - This will display “(forms)” which shows as greyed out if the Login is using Forms Authentication]
  • Licence
  • Person Title – This will display “(no person)” which shows as greyed out if no Person Item has been associated with this Login
  • Person Status (if there is a Person Item associated with this Login but is currently not in a Released Status).