The People User Linking feature (also referred to as People/User link or Person-User connection) allows an administrator to connect a Person Register record (a record in the Assure module that stores and manages details of individuals within the organisation) with a corresponding User licence (a named Assure or AssureGO+ user account). Once linked, the two records share the email address and name fields, keeping data consistent across both and reducing the administrative overhead of managing them separately. The connection is a 1:1 relationship: one User can be linked to one Person Register record.
This feature must be enabled by Evotix Support or your Customer Success Manager before it can be used.
Cross-module scope: This article spans the Person Register module and the User Management area within Assure (Settings > Organisational Configuration > Users).
Prerequisites
The People User Linking feature must be enabled before use. Please contact Evotix Support or your Customer Success Manager to enable the feature. The team will help ensure all prerequisites are in place.
Before the feature can be enabled, the following conditions must be met:
- The Person Register module must be enabled.
- Person Register and User email addresses must be unique. In System Settings there is an option to check for duplicate emails.
- The email field in the Person Register must be visible on the form. This is configured via Caption Maintenance (the system configuration area that controls field visibility and labelling on module forms).
- The email field must be visible in all languages that have been enabled. For example, the email field cannot be visible for English UK and hidden in English US.
- Once enabled, the Person Register email field becomes mandatory. This ensures data between the linked person and their user licence remains aligned, as users must have an email address.
What the Feature Does
The shared fields are email and name (the user's full name, and the person's forename and surname). These shared fields are linked, and the data held within them will always be the same. The connection is a 1:1 ratio: one User can be linked to one Person Register record.
Permissions Required
To create a link between a User and a Person Register record (from either the Person Register or User Management), a user needs 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 the Person Register will be able to see the linked user name, but will not be able to manage the record, as per the standard Assure permission behaviour.
How to Create the Link
Option 1: Creating the Link from the Person Register
1. Navigate to the Person Register. A new Linked User field is displayed on the record card, showing the linked user name.
2. When creating or editing a record, a new linked user field is present, along with a new icon next to the fields that are shared. An orange warning banner is also displayed so it is clear to the user what changing those shared fields will impact on the linked user.
3. Select the cogwheel to select the user to link.
Note: Users can only be linked to users who have already been created, and only unlinked users will appear.
4. Select the user, then confirm what name and email should be used for the shared fields. Click Confirm to create the link.
5. If the incorrect user has been selected, the link can be removed.The linked user field is available to add to Quick Search columns, is available in Quick Reports and standard reports, and can be used to create filters.
Option 2: Creating the Link from User Management
1. Navigate to Settings > Organisational Configuration > Users. A new column is available in User Management to show the linked person name.
2. When creating or editing a user record, a new linked person field is present, along with a new icon next to the fields that are shared. An orange warning banner is displayed so it is clear what changing those shared fields will impact on the linked user.
3. Select the cogwheel to select the person to link.
Note: Users can only link to people who have already been created, and only unlinked people will appear.
4. Select the person to link to the user.
5. Confirm the shared name and email. On confirm, the user will be updated and linked to the person.
6. Use the Clear option to remove the linked person.
Behaviour When Archiving or Deleting Records
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 the Person Register Record is deleted, the link to the User will be broken. The User will remain and will show as not linked to any Person Register record.
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 the User is deleted, 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.
Managing Linked Records via API or Data Import
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.
AI Metadata
- Product Area: Assure, Person Register, User Management, Organisational Configuration
- User Role: System Administrator (requires Manage Users Supervisor Privilege and Write permission to Person Register)
- Tags: People User Linking, Person Register, User licence, linked person, linked user, shared fields, email, name, 1:1 relationship, Manage Users, Write permission, Caption Maintenance, User Management
- Version/Region: All Assure versions; all regions. Feature must be enabled by Evotix Support or Customer Success Manager.
- Important synonyms: People User Linking = People/User link = Person-User connection; Person Register = People Register = People module; User licence = User account = Assure user; Manage Users = user management permission; Caption Maintenance = field configuration
- Suggested embedding keywords: link person register to user Assure, People User Linking Assure, connect person record user licence, shared fields person user Assure, person register user management link, enable People User Linking, link person to user account Assure, person register email mandatory, 1:1 person user link
- Relevant modules and cross-module implications: This feature spans the Person Register module and User Management (Settings > Organisational Configuration > Users). When the feature is enabled, shared fields (email and name) are kept in sync across both records. Changes to shared fields in either module are reflected in the linked counterpart. The feature must be activated by Evotix Support before it becomes available. The Person Register email field becomes mandatory when the feature is enabled. The Data Import tool and Customer API can also be used to manage linked records.