How do I Create a Passive User?
A Passive User is a User who can be referred to within ICEFLO only, that is, they can be added as a Team Member in a Runbook, have tasks assigned to them and be included to receive regular Communications or Escalation Communications by email, SMS or both but can not log into ICEFLO to interact with the tool.
A Passive User can not be authorised with Issue Manager, Event Manager or User Manager Status but like an Active User must be allocated to an hierarchy of Divison->Department->Team> User.
User Maintenance resides in the Users domain which can be accessed from the left hand menu. Only Users with Administrator Authorisation or those with User Manager access can Create, Update and Delete User accounts. This article will review how to Create a Passive User.
Create User
Before you can create a new User, ensure that you have the proper Authorisation. You will require Administrator Authorisation to perform this function or User Manager Access if you have either Author or Manager Authorisation.
Click Create User as shown in the image above.
Personal Details
At the Enter User Details/Personal Details screen:
Check the Passive box. Checking this box makes the User "Passive" and distinguishes them from an Active User in ICEFLO.
Insert the new User's Forename, Surname, Location, Location and whether or not they are an External Supplier.
You will note that you will not be able to select an Authorisation Level. This is because a User's Authorisation Level controls the level of functionality a User will have. In the case of a Passive User, this information is irrelevant because a Passive User does not have or need any functionality within ICEFLO as they are not able to log into and interact with ICEFLO.
Contact Details
Select 'Next' if satisfied that the User's Personal Details are correct on the User Details/Personal Details screen. This will take you to the Enter User Details screen. Note that you can select Previous to revert to the previous screen(s) to make necessary amendments.
On the Contact Details screen:
Insert the Contact Details of the New Passive User including their email address, their contact telephone numbers and pager number (if any).
Note that a mobile phone number will be required if comms are to be sent by SMS. It is critical to get the Passive User's email address correct because this represents the Passive User's ICEFLO identity and unlike other User data, cannot be easily amended once the ICEFLO User account is created.
Team and Authorisation Level
On the Team and Authorisation Level screen:
Select the Passive User's Division, Department, Team, Role, Group(s) and Billing Unit.
Select Next to continue.
Confirmation Summary
Select Create User if you are happy with the information you have entered or choose Previous to return to a previous screen to amend any incorrect details.
Users
The Users list reflects that you have created a new User. You can view the attributes given to that new User on the List Users screen (and can modify the columns that are visible in the Primary Report via the Actions dropdown and selecting 'Columns'). This newly created User's passive status is reflected by "Passive User" in the Authorisation column and the "Y" in the Passive column. Unlike when an active new User is created, ICEFLO will NOT send the Passive User an email with a password.