The People User linking feature allows you to connect your Person Register Record with the corresponding User. Once connected, the two records will share fields (email and name fields) which will help to reduce the administrative burden of managing the two separate lists.
Please contact Evotix Support or your Customer Success Manager if you would like to enable this feature. The team will be able to help ensure all perquisites are in place.
Prerequisites:
- The Person Register module must be enabled to use this feature.
- Person Register and User emails must be unique.
- In the settings there is an option to check for duplicate emails.
- The email field in Person Register must be visible in the form (this can be done via caption maintenance).
- The email field must be visible in all languages that you have enabled (eg. the email field cannot be visible for English UK and hidden in English US).
- Once enabled, the Person Register email field will become mandatory. This ensures data between the linked person and their user licence is aligned as users must have an email.
Once enabled:
The shared fields will be email and name (user full name, and person forename and surname). These shared fields will be linked, and the data held within them will always be the same. The connection is a 1:1 ratio, you can link one User to one Person Register record.
How to link a Person and User:
Permissions:
- To create a link between a User and Person Register record from either the Person Register or User Management a user needs to have the following two permissions
- ‘Manage Users’ supervisor privilege
- ‘Write’ to Person Register role
- Once the link is made, the shared fields can be edited as normal record fields with the usual permission sets. Any edits made to these fields will be reflected in their linked counterpart:
- Permissions for User Management: ‘Manage users’ supervisor privilege
- Permissions for Person Register: ‘Write’ to Person Register role
Users with ‘Read’ permission into Person Register will be able to see the linked User name, but not be able to manage the record as per current Assure permission behaviour.
Creating the link from the Person Register:
Navigate to your Person Register, you will see a new field on the record card which shows the linked user name:
For both creating or editing records:
There is a new ‘linked user field’, as well as a new icon next to the fields which are shared.
You can also see a new orange warning banner so it is clear to the user what changing those shared fields will impact the linked user.
Select the cog wheel to select the user you would like to link:
Note: You can only link to Users who have already been created, and you will only see unlinked users
Select the user:
You will need to confirm what name and email should be used for the shared fields, click confirm to create the link:
If you select the incorrect user, you can remove the link:
You are able to add the linked user field to your quick search column, it is available quick reports and standard reports, as well as being able to create filters using this field.
Marking a person as not current
When marking a Person as 'not current', or archiving the record, the link will remain intact.
Deleting a person register record
When a Person is linked to a User, and you delete the Person Register Record, the link to the User will be broken. The user will remain and will show as not linked to any Person Register record.
Creating the link from User Management:
Navigate to user management. There is a new column available to show the linked person name:
For both creating or editing records:
There is a new ‘linked person field’, as well as a new icon next to the fields which are shared.
You can also see a new orange warning banner so it is clear to the user what changing those shared fields will impact the linked user.
Select the cog wheel to select the person you would like to link:
Note: You can only link to people who have already been created, and you will only see unlinked people
Select person you would like to link to the user:
Confirm ‘shared’ name and email:
On confirm, the user will be updated and linked to the person:
User the clear option to remove the linked person:
Marking a User as not current
When marking a User as 'not current', the link will remain intact.
Deleting a User
When a User is linked to a Person, and you delete the User, the link to the Person will be broken. The Person will remain and will show as not linked to a User.
You will be able to use the ‘ Linked User name’ / ‘Person name’ in quick reports, quick search, and filters to assist with the management of linked People and Users.
Using APIs to manage linked records
It is possible to manage linked people and users via the Person Register and User Management APIs. Please refer to the Person Register API article and the User Management API article for more information.
Using Data Import to manage linked record
It is possible to manage linked people and users via the User Management Data Import. Please refer to this article for more information.