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Adding application users

Updated on June 21, 2021

Add application users to Pega Workforce Intelligence and assign role-based access to display only relevant tabs and data to each user.

Before you begin: Ensure that you know the following information for each application user that you are adding to Workforce Intelligence:
  • Role or roles to assign to the user. In addition to default user roles, you might also have custom administrator roles to select from when adding users.
  • Access level for the user within the hierarchy of your company. The data that Workforce Intelligence displays in tabs and reports is limited to the company, department, or team that you select for the user.
  1. In the header of Pega Workforce Intelligence, click AdministrationOrganization.
  2. On the Organization page, click the Application Users tab.
  3. On the Actions menu, click Create New.
  4. In the Create New Application User dialog box, in the First Name and Last Name fields, enter the user’s name.
    Tip: Though only a last name is required, entering both names makes it much easier for you to find the user later if you need to make changes, such as deactivating the user or updating the user's access to specific pages. For example, in the Name column on the list of existing application users, you can filter by either first name or last name.
  5. In the Email field, enter the email address for the system to use when setting and resetting the user’s password.
  6. Optional: To allow the user to sign in using his or her email address and password if single sign-on does not work, select the Allow sign in with email and password check box.
    Note: This check box is only available if your implementation uses single sign-on.
  7. In the Status list, select whether the user is Active or Inactive.
    Note: For example, if the user is a new employee who has not yet started, you might choose Inactive until after the user completes orientation or some required training. Users are never deleted. Workforce Intelligence retains user information for historical reporting purposes.
  8. From the Roles section, select the check box for each default role that you want to assign to this user.
    Tip: Use the following table to understand the access associated with each role:
    Analyst User
    Report User✔*
    * The Report User role only provides access to the Shift Updates page on the Administration tab.
  9. If the Roles section includes custom administrator roles, select the check boxes for those roles, as needed.
    Note: Custom administrator roles give the user access to specific administration pages and sometimes even specific tabs on the Organization page. The first administrator created on the account as well as administrators that are assigned access to the Roles and Permissions tab can create custom administrator roles.
  10. If you assigned this user to the Analyst User or the Report User role, then under the Access heading, assign the level of information that you want this user to see within your organization's hierarchy:
    1. Click the Select One link.
    2. Click the name for the level of access or expand the levels until you find the level you need.
      Depending on the data that this user needs to access, you can select the company, an entire department, or a specific team.
      Example of how to expand and select from the hierarchy levels
      Click a name to select a level or click an arrow to expand
                                        the list to find the level you need.
    3. Verify that the level displayed under Access is the correct level of access for this user.
      For example, if this user needs to view data for the entire Customer Operations department, including all teams within this department, then your final selection looks like the following image:
      Example of access to the Customer Operations department
      Example of final access selection of the entire Customer
                                        Operations department
  11. Click Submit.
Result: New application users receive a confirmation email that allows them to activate their accounts and set their passwords. Upon logging in, the page that the application user sees depends on the roles that you assigned to them. Custom administration roles take priority over other roles, such as the Report User role. When you assign custom administrator roles to a user, the first page shown to the user is typically determined by the highest activated item on their Administration menu list.

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