User accounts: details, e-mail changes, deactivation and login

This page collects the rules for a user account in ABMS: what an account holds, what happens when you create, edit, deactivate and reactivate it, what the user list export contains, and which accounts can log in. The steps are in Add a user, Add multiple users at once and Deactivate or reactivate a user. All of it is done under Super > Users, which needs the Admin level on the Super area row of your rights.

What a user account holds

Item	Where it is set	Rule
Username :	User profile	The user’s e-mail address. It must not be used by another user. It is the address ABMS sends e-mails to, and the address it matches when the user logs in with Office 365.
First name :, Surname :	User profile	Shown wherever the user is named. A user needs both for the company-wide e-mail address change under Super > System settings to include them.
Language	The user’s own profile	A user added with Add user gets the same interface language as the person who added them. A user added with Create multiple users gets the language written last on the user’s line in the Create multiple users text box: `en` for English or `no` for Norwegian; anything else gives English. The user can change it; see Change language or password.
Login method :	User profile	Password or Office 365. See Let a user log in with Office 365.
User type :	User profile	Antenor, Partner, SuperUser or Corporate User. The type does not give access to the Super menu. A user of type Antenor gets no Competency record when created.
Company :	User profile	Optional; one of the companies your organisation is split into in ABMS.
Your company’s user fields	User profile	Global fields shown on the profile, such as location, department, process, supplier, product or country. Which ones your profile shows is your company’s setup. Their values are managed under Super > Global Fields.
Access groups	Users tab or Access groups tab	The groups the user is a member of.
Rights	Users tab, rights table	The user’s own levels per row. See Access rights by row and level.

When a user is created

What happens	Add user	Create multiple users
Rights given at once	Read on the main area row and on the company menus row.	The same.
An e-mail address already used by another user	The user is not created, and an error message, in English, says that the e-mail address is already taken.	The line is skipped without a separate message.
Competency, where your company has the Competency module	If Competency already has a person with the same e-mail address, that person is linked to the new user, and you see “An existing competency user has been merged with this system user”. Otherwise a Competency person is created, and you see “A corresponding competency user was also created”. These messages are shown instead of “New user created for Antenor BMS”. Not for users of type Antenor.	The same as with Add user: a Competency person with the same e-mail address is linked to the new user, otherwise one is created. No message about it is shown.
Message	“New user created for Antenor BMS”, unless one of the Competency messages above is shown.	No message: the Users page is shown again. Check the user list to see which users were added.

When you edit a user

Change on the User profile	What else changes
Username : (e-mail address)	The user logs in with the new address. The user gets an e-mail at the new address, “Your e-mail address has been changed”, which names you and shows the old and the new address. No such e-mail is sent to a user who logs in with Office 365. (A deactivated user cannot be edited; see “Deactivating a user” below.) The address on the user’s Competency record, and the address in the e-mail lists of Competency reminders, are changed too.
First name :, Surname :	The name on the user’s Competency record is changed too.
Login method : to Office 365	The user’s ABMS password no longer lets them in. See Let a user log in with Office 365.
Any change	The user keeps their access group memberships.

To change the addresses of many users at once, see The System settings page.

Deactivating a user

Deactivate user is on the Users tab and on the Ownership transfer page.

Situation	What you see
The user still has items in progress	The dialog “This user has in-progress items”: “This user has in-progress items. Please open the Ownership transfer page to transfer these to another user first.”, with the button Ownership transfer, which opens the page for that user. The items are those listed on the Ownership transfer page; see Ownership transfer: what moves for each kind of item.
The user has no items in progress	The dialog “Do you really want to deactivate this user?”: “Do you really want to deactivate this user? You can reactivate it later”, with Cancel and Yes. When the user has a Competency record, the dialog also has the checkbox “Deactivate Competency user as well”.
After Yes	“System user deactivated”, or “System user and corresponding competency user has been deactivated” when you ticked the checkbox.
Refused	“You’re not able to deactivate yourself”; “User is already deactivated”; “This user has in-progress items”.

What deactivation changes:

Where	Effect on a deactivated user
Logging in	The user cannot log in, neither with a password nor with Login with Office 365.
The Users tab	The user is marked “Deactivated User”, Edit is disabled, Reactivate user is shown instead of Deactivate user, and the user’s rights rows are locked.
Competency, with “Deactivate Competency user as well” ticked	The person’s end date in Competency is set to the day before, so the person no longer counts as active there.
Competency, without the checkbox	The person stays active in Competency, but is no longer linked to an active ABMS login. Competency reminders leave out people whose ABMS login is deactivated; see Update a person’s information or end their employment.
Ownership transfer	A deactivated user is not offered as a new owner.
Read & understood	A deactivated user is not listed for new requests, and weekly reminders to them stop.
Company-wide e-mail address change	Deactivated users are included, but get no e-mail about it.
User list export	The user is still in the file, marked as not active.

The account is not deleted; its documents, actions and history stay as they are.

Reactivating a user

Pick the user and click Reactivate user, on the Users tab or on the Ownership transfer page. Only a deactivated user can be reactivated.

Situation	Result and message
The user’s person in Competency has an end date before today, for example because “Deactivate Competency user as well” was ticked when the user was deactivated	The end date is removed, and the person is active in Competency again: “System user and corresponding competency user has been reactivated”.
Otherwise	The Competency person is linked to the active login again: “System user reactivated”.

The user list export

Export on the Users tab downloads the Excel file “users.xlsx” with one sheet, “Users”.

Column	Content
1	E-mail address (username)
2	First name
3	Surname
4	Whether the user is active: true for active users, false for deactivated users
5	Company, empty when none is set
6 and on	The names of the access groups the user is a member of, one group per column

Every user of your company is included, active and deactivated, sorted by first name. The headers are in your language.

Who can log in

Account	Can log in
Active, Login method : Password	With e-mail address and password. When a new account logs in with a password for the first time, the user is taken to a page where they must choose a new password.
Active, Login method : Office 365	With Login with Office 365, when the e-mail address of the Microsoft account is the same as the username; upper and lower case are ignored. Not with a password; see Log in with Office 365 for the messages the user sees.
Deactivated	No, neither with a password nor with Login with Office 365.
Any user, when your company’s ABMS account has been deactivated	No.

A user who logs in with Office 365 must already exist in ABMS; logging in never creates a user or changes one. If ABMS finds no user with the Microsoft account’s address, the login page says “No existing user with this email address”.