Add and edit users

Adding and managing users is an important part of Civic Platform. Before users can access the system, they need to be added to the system. When creating or editing a user, you can assign them as inspectors, enter information like their department, email, and employee ID, assign and change their password, and more.

User portlet example page

Add a user

If a specific user is an inspector and you choose to automatically assign and schedule inspections, identify the inspector profile. For instructions, see Inspections.

To add a user

From the Classic Admin menu, under User profile, select Users.
Select Add.

Complete the fields related to the user profile:

Field	Action
User login ID	Enter a unique combination of alphanumeric characters that the new user wants to use to log in to Civic Platform. Do not use special characters (@ ! # $ % *) in a login ID. However, the underscore symbol is available for use. Do not start a User ID with numbers. These are reserved for IVR User IDs.
Password	Enter any combination of alphanumeric characters for the new user to use to log into Civic Platform. As a security measure, Civic Platform displays an asterisk instead of the actual characters. The password strength indicator displays a visual representation of the password security strength against the agency's minimum password requirements. If having trouble entering a valid password, click the Requirements link to view the agency's minimum password requirements. Do not use special characters (@ * ! % $ #) in a password.
Distinguished name	Enter the LDAP identifier (if user was previously authorized). Agencies often use LDAP as user's repository.
First, middle, and last name	Enter the user's first, middle, and last name in these fields. First and last name are required fields.
User name	Enter a user name.
Supervisor	Select this check box if the user is a supervisor.
Initials	Enter the user initials to display in Civic Platform. Initials display as an indication of who rescheduled an inspection or completed a task in workflow. Clear this field and user initials do not display.
Display initials in Citizen Access	Civic Platform uses this field to indicate the display of the user’s initials in Citizen Access. Mark the check box to display the user’s initials or clear the check box to display the user’s name in Citizen Access.
Title	Enter the user's job title. Example: Building Inspector or Supervisor.
Employee ID	Enter the ID, abbreviation, or code the agency uses to represent this user.
Email	Enter the user's email address. Public users in Citizen Access can have permissions to view the email address provided in this field to notify the agency user of the completion of an action item or an inspection.
Mobile phone	Enter the user’s mobile phone number.
Preferred channel	Select the contact information to show as the preferred method of contact on Accela's Contractor app. Choices include Email, Mobile phone, Office phone (uses Agency level phone number), and None (default).

Complete the fields related to the department settings:

Field	Action
Department	Use this button to choose the department that this user belongs to. You must choose all six levels or organization. For the user account of a contract inspector or a self-certified inspector, this field is ready-only and Civic Platform sets the department to <agency>/<agency>/<agency>/PUBLIC/NA/NA/NA.
Account disable time frame	Enter the number of days a user account can remain inactive before it becomes disabled. Enter this value as a non-negative integer. When the number of days since the Last login date is greater than the value in this field, the account becomes disabled. Mark the Enable option for the Status field to manually reactivate an account. If this field is blank, Civic Platform uses the agency account disable time frame. If both the user and agency Account disable time frame fields are blank, Civic Platform uses the default value of 90 days.
Password time-out time frame	Enter the number of days a user password can remain valid before Civic Platform requires a password change. Integer must be positive (not negative).
Password change	Select whom will change the user password.
User must change password at next logon	Use these settings to control when the user should change their password. Select Yes to force the user to change their password at next login. Select No to allow the user to change the password when they reach the designated password Time-out time frame.
Billing rate	Enter the billing rate per hour for the user.
Daily inspection units	Enter the units the user is available for inspections each day. Typically, a unit is one hour.
Cashier ID	Enter the cashier identification number for the user. The ID number must be no more than 10 characters. Civic Platform uses this number in the receipt number to identify the cashier and workstation.
Status	Enable the user to access Civic Platform, Disable the user's access, or Lock the user's access.
Last login date	This field automatically populates with the most recent date the user logged into their account. When an agency administrator manually changes the Status from Disabled to Enabled, this field resets.
Access mode	Select either the Standard or Alternate option. In Standard access mode, pop-up windows sometimes display. In Alternate access mode, Civic Platform displays information in a new window instead of using pop-up windows. This accommodates users who depend on accessibility devices to interpret the content of web pages, because these devices typically cannot interpret the JavaScript used with pop-up windows.
Inspector status	Enable this option to identify users as inspectors. For the user account of a contract inspector or a self-certified inspector, Civic Platform marks the Enable option by default.
Section 508 support	Select the check box to enable accessibility mode for the user. For more information about configuration and usage instructions for the accessibility features in Civic Platform and Citizen Access, see the Accessibility Configuration and Compliance Guide.
Enforce permissions in mobile	Select the check box to enforce user permissions in Accela Mobile.
Allow access to AGIS (bing maps + ESRI)
Allow access to AMO
Allow access to AW
User cannot log in to Civic Platform and does not consume a Civic Platform license.	When selected, the user cannot log in to Civic Platform with this account, and does not need a Civic Platform license. However, the user can log in to Accela apps with this account but he must obtain an Accela Mobile license for app access. For user accounts of public users, Civic Platform selects the check box by default. When cleared, the user must obtain a Civic Platform license and can log in to Civic Platform with this account. If the user wants to log in to Accela apps with this account, the user must also obtain an Accela Mobile license.

Select the user's Default module.
In the User Group/Privilege modules section and select the check box next to each module you want the user to access.
For each selected module, select the user group to assign to the user.

You can only select one user group per module.
Select Submit.

The Submit button is disabled until all required fields are completed.

Edit a user

When using Active Directory, administrators can also either convert external users to Civic Platform users or convert Civic Platform users to external users.

Instead of deleting a user from Civic Platform, disable a user that should no longer have access to Civic Platform.

From the Classic Admin menu, under User profile, select Users.
Enter search criteria into the Search field to locate the user to edit

OR

Select Browse all users to navigate to the user to edit.
Next to the user to edit, select the red dot in the Edit column.

Update the fields related to the user profile:

Field	Action
User login ID	Enter a unique combination of alphanumeric characters that the new user wants to use to log in to Civic Platform. Do not use special characters (@ ! # $ % *) in a login ID. However, the underscore symbol is available for use. Do not start a User ID with numbers. These are reserved for IVR User IDs.
New password	Civic Platform uses this field together with the Confirm password field to change a user's password. The password strength indicator displays a visual representation of the password security strength against the agency's minimum password requirements. If having trouble entering a valid password, select the Requirements link to view the agency's minimum password requirements. The password setting in a super agency admin includes some enhancements. Under Restrictions, the reuse of a password can be set at a value between 1 and 24, for up to 24 life cycles. A password can be set to require a minimum number of characters up to 30. A password can also be set to require the use of upper or lowercase characters (at least 1 uppercase letter and at least 3 lower case letters. This works in conjunction with the standard choices PASSWORD_POLICY_SETTINGS and PASSWORD_CALCULATION_SCORE. Greek alphabet letters are now allowed.
Confirm password	Civic Platform uses this field together with the New password field to change a user password. Enter the same password typed in the New password field.
Distinguished name	Enter the LDAP identifier (if user was previously authorized). Agencies often use LDAP as user's repository.
First, middle, and last name	Enter the user's first, middle, and last name in these fields. First and last name are required fields.
User name	Enter a user name.
Supervisor	Select this check box if the user is a supervisor.
Initials	Enter the user initials to display in Civic Platform. Initials display as an indication of who rescheduled an inspection or completed a task in workflow. Clear this field and user initials do not display.
Display initials in Citizen Access	Civic Platform uses this field to indicate the display of the user’s initials in Citizen Access. Mark the check box to display the user’s initials or clear the check box to display the user’s name in Citizen Access.
Title	Enter the user's job title. Example: Building Inspector or Supervisor.
Employee ID	Enter the ID, abbreviation, or code the agency uses to represent this user.
Email	Enter the user's email address. Public users in Citizen Access can have permissions to view the email address provided in this field to notify the agency user of the completion of an action item or an inspection.
Mobile phone	Enter the user’s mobile phone number.
Preferred channel	Select the contact information to show as the preferred method of contact on Accela's Contractor app. Choices include Email, Mobile phone, Office phone (uses Agency level phone number), and None (default).

Update the fields related to the department settings:

Field	Action
Department	Use this button to choose the department that this user belongs to. You must choose all six levels or organization. For the user account of a contract inspector or a self-certified inspector, this field is ready-only and Civic Platform sets the department to <agency>/<agency>/<agency>/PUBLIC/NA/NA/NA.
Account disable time frame	Enter the number of days a user account can remain inactive before it becomes disabled. Enter this value as a non-negative integer. When the number of days since the Last login date is greater than the value in this field, the account becomes disabled. Mark the Enable option for the Status field to manually reactivate an account. If this field is blank, Civic Platform uses the agency account disable time frame. If both the user and agency Account disable time frame fields are blank, Civic Platform uses the default value of 90 days.
Password time-out time frame	Enter the number of days a user password can remain valid before Civic Platform requires a password change. Integer must be positive (not negative).
Password change	Select whom will change the user password.
User must change password at next logon	Use these settings to control when the user should change their password. Select Yes to force the user to change their password at next login. Select No to allow the user to change the password when they reach the designated password Time-out time frame.
Billing rate	Enter the billing rate per hour for the user.
Daily inspection units	Enter the units the user is available for inspections each day. Typically, a unit is one hour.
Cashier ID	Enter the cashier identification number for the user. The ID number must be no more than 10 characters. Civic Platform uses this number in the receipt number to identify the cashier and workstation.
Status	Enable the user to access Civic Platform, Disable the user's access, or Lock the user's access.
Last login date	This field automatically populates with the most recent date the user logged into their account. When an agency administrator manually changes the Status from Disabled to Enabled, this field resets.
Access mode	Select either the Standard or Alternate option. In Standard access mode, pop-up windows sometimes display. In Alternate access mode, Civic Platform displays information in a new window instead of using pop-up windows. This accommodates users who depend on accessibility devices to interpret the content of web pages, because these devices typically cannot interpret the JavaScript used with pop-up windows.
Inspector status	Enable this option to identify users as inspectors. For the user account of a contract inspector or a self-certified inspector, Civic Platform marks the Enable option by default.
Section 508 support	Select the check box to enable accessibility mode for the user. For more information about configuration and usage instructions for the accessibility features in Civic Platform and Citizen Access, see the Accessibility Configuration and Compliance Guide.
Enforce permissions in mobile	Select the check box to enforce user permissions in Accela Mobile.
Allow access to AGIS (bing maps + ESRI)
Allow access to AMO
Allow access to AW
User cannot log in to Civic Platform and does not consume a Civic Platform license.	When selected, the user cannot log in to Civic Platform with this account, and does not need a Civic Platform license. However, the user can log in to Accela apps with this account but he must obtain an Accela Mobile license for app access. For user accounts of public users, Civic Platform selects the check box by default. When cleared, the user must obtain a Civic Platform license and can log in to Civic Platform with this account. If the user wants to log in to Accela apps with this account, the user must also obtain an Accela Mobile license.

Select the user's Default module.
Select the check box next to each module you want the user to access.
For each selected module, update the user group to assign to the user.

You can only select one user group per module.
Select Save.