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Editing User Accounts

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

As a system administrators you can create new users and manage the profiles of existing ones.
For more information about creating users, see "Creating New Users."

Users with a Plan license can also create and manage users.
For more information about the access needed to edit users, see "Access Needed to Edit Users." 

Editing a User Account

  1. Navigate to the People area.
  2. Click the People tab. 
    poeople_tab.png
  3. Select an existing user, then click Edit.
    The user profile page is displayed. 
    edit_user_UI.png
  4. You can modify the following information:
    • In the Personal Info section:
      • First Name: The user's first name.
      • Last Name: The user's last name.
      • Email Address: The user's email address.
        The email address must be unique. If any user attempts to add a non-unique email address 3 times within a 10-minute window, a reCAPTCHA response is displayed for that user. Normally, the reCAPTCHA response is a simple checkbox that you must select. Occasionally, you might be required to specify a CAPTCHA response, either by reading distorted text and typing it into a box, or by selecting images that correspond to a clue. You are no longer required to provide a reCAPTCHA response 10 minutes from the time that reCAPTCHA was triggered.
      • Reset Password: Click this link to reset the user's password. You are asked for your own password before you can reset a user's password. You must be  a system administrator to reset a user's password. 
      • (Conditional) <SSO Configuration> Username: If your system administrator enabled an SSO integration with Workfront, the SSO Username displays in this field. The type of SSO configuration enabled for your Workfront instance is visible in this field. 
      • (Conditional) Only Allow <SSO Configuration> Authentication: If your system administrator enabled an SSO integration with Workfront and has updated all users for SSO, this field is selected by default. The type of SSO configuration enabled for your Workfront instance is visible in this field. 
        When this field is selected, the user is required you to log into Workfront with their SSO credentials. Unchecking it will allow them to log in to Workfront with their Workfront credentials. 
        For more information about configuring Workfront with an SSO solution, see "Single Sign-On in Workfront."
        For more information about updating users for SSO, see "Updating Users for SSO."
      • Job Info: Information about the job, like the job title, and what area of expertise they are responsible for. 
      • Contact Info: The user's contact information, like their phone number and address.
    • In the Preferences section: 
      • When I log in, show: The default landing tab. This is also the tab associated with the Workfront logo in the upper-left corner of the Global Navigation Bar. 
      • In the Global Nav bar, show: The tabs that are visible in the Global Navigation Bar. 
      • Time Zone: The user's time zone. 
      • Locale: The user's preferred locale. This affects the format of numbers and dates in the emails that come from Workfront.
      • Show percent complete on update status: Check this option if you want to display a percent complete bar inside the update stream of tasks for this user.
      • Send work I assign to myself to my Working On tab: Check this option if you want everything that the user assigns to themselves to appear directly on the Working On tab. The default is to list everything assigned to a user on their Work Request tab.
    • In the Notifications section: Select the email notifications which should be enabled for the new user.
      You can select instant as well as daily digest notifications.
      For more information about configuring email notifications, see "Configuring Email Notifications."
    • In the Access section:
      • Is Active: Select this box to indicate that the user is active. Active users use a Workfront license. Unchecking the box deactivates the user.
      • Access Level: Select the access level to assign to this user.
        When you assign an access level to a user, you can assign a level equal to or less than your own access level. (For example, if your access level is Planner, you cannot assign the Administrator access level.) However, you cannot assign an access level that by default is less than your own access level if the system administrator has enabled non-default permissions on the access level that are not also enabled in your own access level (via the Fine-Tune settings, as described in "Creating and Modifying Access Levels").
        For more information about access levels, see "Configuring Access to the Workfront System."
      • Layout Template: Choose a layout template for the user. The layout template assigned to the user will take precedence over any layout template assigned to their Home Group, Home Team or primary job role. For more information about the assignment priority of layout templates, see "Understanding Layout Template Assignment Priority."
        For more information about using layout templates, see "Creating and Managing Layout Templates."
    • In the Organization section:
      • Company: The company of the user. Users can be associated only with one company.
      • Reports to: If you specified a company for the user, you can also specify the direct manager of the user in this field. A user can only have one manager. 
      • Direct Reports: If you specified a company for the user, you can also specify the direct reports of the user. A user can have multiple direct reports. 
      • Home Team: Specify the home team for the user. Users can only have one home team. 
      • Other Teams: Users can belong to multiple teams. 
      • Home Group: Select an appropriate group to assign the user. This gives the user the ability to access objects that are shared with the group.
        NOTE This is a required field. You cannot have a user not associated with a group.
        You can assign a group to a user only  in the following situations:
      • Other Groups: Users can belong to multiple groups. You can assign a group to a user only  in the following situations:
    • In the Resource Planning section:
      • Schedule Deactivation: Check this box if you want to schedule this user to be deactivated after a period of time. 
      • Scheduled Deactivation Date: The date after which the user becomes deactivated.
        For more information about scheduling users for deactivation, see the "Scheduling Users for Deactivation Section" in "Deactivating Users."
      • Primary Role: This is the primary job role that the user can fulfill in Workfront. Every task and issue that the user is assigned to is also assigned to this job role, by default. Job roles are essential in resource management.
        For more information about job roles, see "Creating and Managing Job Roles."
        You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
      • (Conditional) If you selected a Primary Role, the Percentage of FTE Availability field displays. Specify what percentage of time of the user's schedule is allocated to this job role. The default value for the Percentage of FTE Availability for the Primary Role is 100%. 
      • Other Roles: A user can have multiple job roles in Workfront. Job roles are essential in resource management.
        For more information about job roles, see "Creating and Managing Job Roles."
        You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator.
        For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
      • (Conditional) If you selected one or multiple Other Roles, the Percentage of FTE Availability field displays for each role. Specify what percentage of time of the user's schedule is allocated to each job role. The default value for the Percentage of FTE Availability for the Other Roles is 0%. 
        NOTE If Other Roles have a 0% FTE Availability, they do not display in the Resource Planner, unless the users are assigned to tasks in these roles.
        user_settings_roles_and_dte_boxes_rp_story.png
        NOTE The sum of all Percentages of FTE Availability for all roles must equal 100%. Each Percentage of FTE Availability calculates the Available Hours for each role per user in the Resource Planner. The Available Hours for each role per user depends on the available time for the user. 
        The available time for the user is calculated by Workfront depending on the method that has been selected by the system administrator to calculate the FTE in the Resource Management Preferences. 
        For more information about calculating availability for the user, see "Calculating Hours and FTE for Users and Roles in the Resource Planner."
        For more information about configuring Resource Management preferences, see "Configuring Resource Management Preferences."

      • Schedule: Associate a schedule with the user. The schedule of the user calculates the timeline of the tasks the user is assigned to. 
      • Timesheet Profile: Associate a timesheet profile with the user. This ensures that timesheets generate automatically for the user. 
      • Default Hour Type: Select the default hour type for the user. This is the hour type that is used by default when the user logs time. 
      • Available Hour Types: Select the hour types that should be available to the user. These hour types are visible everywhere in Workfront where the user can log time. A user can only see the hour types that are enabled at the project level as well as the user level.
        For more information about what hour types are available to users, see "Defining Which Hour Types Are Available."
      • Legacy Resource Pool: Associate the user with a Legacy Resource Pool.
        For more information about Legacy Resource Pools, see "Working with Legacy Resource Pools."
      • FTE: In the production environment, specify the value for the full time equivalent associated with your schedule. For example, an 8 hour day or a 40 hour week represents an FTE of 1. The value of your FTE affects your allocation in resource planning. For more information about FTE configuration, see "Understanding FTE."
        In the Preview Sandbox environment, the number you specify here is taken into account to calculate the availability of the user based on the Default Schedule only when the Resource Management Preferences at the system level are set to The Default Schedule
        For example, if the FTE value is 0.5 and the Default Schedule is 40 hours, the user is available to work for 20 hours a week. 
        If the Resource Management Preferences at the system level are set to The User's Schedule, the value you specify here is ignored and the user is considered to be available according to what is specified in their schedule.  In this case, the FTE of the user for the Resource Planner is calculated by the following formula: 
        User Available FTE = Hours from the Schedule of the User/ Default Schedule Hours
        For more information about calculating user FTE, see "Calculating Hour and FTE Availability for Users and Roles in the Resource Planner."

        For more information about creating schedules in Workfront, see "Creating Schedules."
        For more information about configuring Resource Management Preferences, see "Configuring Resource Management Preferences."
         
      • Resource Pools: Associate the user with Resource Pools. For more information about Resource Pools, see "Working with Resource Pools."
      • Cost Per Hour: The amount of cost per hour for the user. 
      • Billing Per Hour: The amount of billing per hour for the user.
  5. Custom Forms: Associate an existing user custom form with this user.
  6. Comment: Enter a comment in the field provided. The user will receive an in-app notification as well as an email notification with your comment. The comment shows in the Updates tab of the user's profile. 
  7. Click Save Changes.

Editing User Accounts in Bulk

You can edit user accounts in bulk. When bulk editing users only the fields you specifically select are updated with the same information for all users selected. All other fields that you leave unselected stay the same for each individual user, even if they are different for each user.

You cannot bulk edit the Personal Info section of the users' profiles because that information must be unique for every user. 

To edit user accounts in bulk: 

  1. Navigate to the People area.
  2. Click the People tab. 
  3. Select several users, then click Edit.
    The Edit People page is displayed. 
    bulk_edit_users.png
    • In the Preferences section: 
      • Time Zone: The users' time zone. 
      • Locale: The users' preferred locale. This affects the format of numbers and dates in the emails that come from Workfront.
      • Show percent complete on update status: Check this option if you want to display a percent complete bar inside the update stream of tasks for all users.
      • Send work I assign to myself to my Working On tab: Check this option if you want everything that the users assign to themselves to appear directly on their Working On tab. The default is to list everything assigned to a user on their Work Request tab.
    • In the Notifications section: Select the email notifications which should be enabled for the new user.
      You can select instant as well as daily digest notifications. All the daily digest notifications are delivered sometime after the same time for all the users selected.
      For more information about configuring email notifications, see "Configuring Email Notifications."
    • In the Access section:
      • Is Active: Select this field to indicate whether the users are active. Active users use a Workfront license. Unchecking the field deactivates the users.
      • Access Level: Select the access level to assign to these users. All users selected will have the same access level.
        When you assign an access level to users, you can assign a level equal to or less than your own access level. (For example, if your access level is Planner, you cannot assign the Administrator access level.) However, you cannot assign an access level that by default is less than your own access level if the system administrator has enabled non-default permissions on the access level that are not also enabled in your own access level (via the Fine-Tune settings, as described in "Creating and Modifying Access Levels").
        For more information about access levels, see "Configuring Access to the Workfront System."
      • Layout Template: Choose a layout template for the users. The layout template assigned to the users will take precedence over any layout template assigned to their Home Group, Home Team or primary job role. For more information about the assignment priority of layout templates, see "Understanding Layout Template Assignment Priority."
        For more information about using layout templates, see "Creating and Managing Layout Templates."
    • In the Organization section:
    • Company: The company of the users. Users can be associated only with one company.
    • Home Team: Specify the home team for the users. Users can only have one home team. 
    • Other Teams: Users can belong to multiple teams. 
    • Home Group: Select an appropriate group to assign the users as their Home Group. This gives the user the ability to access objects that are shared with the group.
      NOTE This is a required field. You cannot have a user not associated with a group.
      You can assign a group to a user only  in the following situations:
    • Other Groups: Users can belong to multiple groups. You can assign a group to a user only  in the following situations:
    • In the Resource Planning section:
      • Schedule Deactivation: Check this box if you want to schedule users to be deactivated after a period of time. 
      • Scheduled Deactivation Date: The date after which the users become deactivated.
        For more information about scheduling users for deactivation, see the "Scheduling Users for Deactivation Section" in "Deactivating Users."
      • Primary Role: This is the primary job role that the users can fulfill in Workfront. Every task and issue that the users are assigned to is also assigned to this job role, by default. Job roles are essential in resource management. For more information about job roles, see "Creating and Managing Job Roles."
        You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
      • (Conditional) If you selected a Primary Role, the Percentage of FTE Availability field displays. Specify what percentage of time of the users' schedules is allocated to this job role. The default value for the Percentage of FTE Availability for the Primary Role is 100%. 
      • Other Roles: Users can have multiple job roles in Workfront. Job roles are essential in resource management. For more information about job roles, see "Creating and Managing Job Roles."
        You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
      • (Conditional) If you selected one or multiple Other Roles, the Percentage of FTE Availability field displays for each role. Specify what percentage of time of the users' schedules is allocated to each job role. The default value for the Percentage of FTE Availability for the Other Roles is 0%. 
        NOTE If Other Roles have a 0% FTE Availability, they do not display in the Resource Planner, unless the users are assigned to tasks in these roles.

        NOTE The sum of all Percentages of FTE Availability for all roles must equal 100%. Each Percentage of FTE Availability calculates the Available Hours for each role per user in the Resource Planner. The Available Hours for each role per user depends on the available time for the user. 
        The available time for the user is calculated by Workfront depending on the method that has been selected by the system administrator to calculate the FTE in the Resource Management Preferences. 
        For more information about calculating availability for the user, see "Calculating Hours and FTE for Users and Roles in the Resource Planner."
        For more information about configuring Resource Management preferences, see "Configuring Resource Management Preferences."
      • Schedule: Associate a schedule with the users. The schedule of the users calculates the timeline of the tasks the users are assigned to. 
      • Timesheet Profile: Associate a timesheet profile with the users. This ensures that timesheets generate automatically for the users. 
      • Default Hour Type: Select the default hour type for the users. This is the hour type that is used by default when the users log time.
      • Available Hour Types: Select the hour types that should be available to the user. These hour types are visible everywhere in Workfront where the users can log time. A user can only see the hour types that are enabled at the project level as well as the user level.
        For more information about what hour types are available to users, see "Defining Which Hour Types Are Available."
      • Legacy Resource Pool: Associate the users with a Legacy Resource Pool.
        For more information about Legacy Resource Pools, see "Working with Legacy Resource Pools."
      • FTE: In the production environment, specify the value for the full time equivalent associated with your schedule. For example, an 8 hour day or a 40 hour week represents an FTE of 1. The value of your FTE affects your allocation in resource planning. For more information about FTE configuration, see "Understanding FTE."
        In the Preview Sandbox environment, the number you specify here is taken into account to calculate the availability of the user based on the Default Schedule only when the Resource Management Preferences at the system level are set to The Default Schedule
        For example, if the FTE value is 0.5 and the Default Schedule is 40 hours, the user is available to work for 20 hours a week. 
        If the Resource Management Preferences at the system level are set to The User's Schedule, the value you specify here is ignored and the user is considered to be available according to what is specified in their schedule.  In this case, the FTE of the user for the Resource Planner is calculated by the following formula: 
        User Available FTE = Hours from the Schedule of the User/ Default Schedule Hours
        For more information about calculating user FTE, see "Calculating Hour and FTE Availability for Users and Roles in the Resource Planner."

        For more information about creating schedules in Workfront, see "Creating Schedules."
        For more information about configuring Resource Management Preferences, see "Configuring Resource Management Preferences."
         
      • Resource Pools: Associate the users with Resource Pools.
        NOTE Only the Resource Pools that are common to all the users selected appear in this field. If the users selected have no shared Resource Pools, this field is empty. If this field is empty, the Resource Pools you specify here will overwrite their individual Resource Pools.
        For more information about Resource Pools, see "Working with Resource Pools."
      • Cost Per Hour: The amount of cost per hour for the user. 
      • Billing Per Hour: The amount of billing per hour for the user.
  4. Custom Forms: Associate an existing user custom form with the users.
  5. Comment: Enter a comment in the field provided. All users selected will receive an in-app notification as well as an email notification with your comment. The comment shows in the Updates tab of the users' profile. 
  6. Click Save Changes.

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The Resource Pools part also duplicates in the "Working with Resource Pools" article - https://support.workfront.com/hc/en-us/articles/115003216347 

Linked to MANY articles; do not change! 

Linked to Creating Users - definitely do not change this connection!