LESSON INFO

Audience

  • System administrators responsible for managing access in Themis-Trace.
  • Implementation/support team members who need to create or maintain user accounts.
  • Supervisors who need to request access changes and validate they were applied correctly.

Prerequisites

  • You can log in to Themis-Trace.
  • You have an admin account with access to:
    • Administration → Security Profile → Users

Skills you’ll build

  • You can create, validate, and deactivate user accounts.
  • You can safely Activate/Inactivate records from grids and understand when Delete may fail.

LESSON OUTLINE

Concept

  • What a User is
    • A User is an individual account that can sign in to Themis-Trace.
    • Users typically receive permissions through Groups, rather than being assigned permissions directly.
  • Lifecycle management
    • Create records with New.
    • Toggle access with Activate / Deactivate.
    • Use Delete for removal (note: delete can fail if the record is referenced elsewhere).
  • Credential hygiene
    • Create unique usernames/emails.
    • Use a strong initial password policy for internal users.
    • Document how credentials are shared to the user.
    • Password changes are admin-driven. Use Force password change on the user record rather than telling users to update their own password in the account menu.

Walkthroughs

Create a new user account

  1. Navigate to Administration → Security Profile → Users.
  2. Click New.
  3. Enter the required fields for the user (first name, last name, username, email).
  4. Set a temporary password.
    • Provide this password to the user out-of-band.
    • Check Force password change on the User Information tab so the user must set their own password at first login. From v1.8 this is the supported way to retire a temporary password — users no longer have a self-service Change Password page.
  5. Assign the user to the correct group(s) during creation (if the Groups tab is available).
    • Reminder: Users typically receive permissions through Groups.
  6. Click Save & Close.
  7. Confirm the new user appears in the Users grid and is Active.

Validate the user can sign in (low-risk)

  1. Confirm you have the correct login link for the environment.
  2. Have the user sign in using the temporary credentials you created.
  3. Confirm the user can reach the main menu/home screen.
  4. Confirm the user can log out.

Force a password change

This function is available to Admin users.

From v1.8 the account menu is reduced to Log out only, so users cannot change their own password from inside the application. Password rotation is an admin action, or a self-service reset by email from the login screen.

  1. Navigate to Administration → Security Profile → Users.
  2. Open the user record (Edit).
  3. On the User Information tab, check Force password change.
  4. Click Save & Close.
  5. Confirm the user is prompted to set a new password the next time they sign in.

COMMON ISSUES

    • Likely cause

      • No changes were made, or required fields are missing.

    • Checks

      • Confirm required fields are filled.

    • Fix

      • Complete required fields and retry.

    • Likely cause

      • A user already exists with the same username and/or email.

    • Checks

      • Search the Users grid for the username/email.

    • Fix

      • Use a unique username/email, or reactivate/update the existing user if appropriate.

    • Likely cause

      • Wrong credentials, wrong login link/environment, or the user is inactive.

    • Checks

      • Confirm the user is Active.

      • Confirm the user is using the correct login link for the environment.

      • Confirm credentials were entered correctly (case sensitivity, whitespace).

    • Fix

      • Correct the user status/link/credentials and retry.

    • Likely cause

      • The user is referenced by other records.

    • Fix

      • Deactivate the record instead, or remove references before retrying Delete.