Invite and Manage Account Users

Manage users in your AI for Process account — invite individuals or import in bulk, synchronize from Active Directory, assign roles, monitor status, and unlock accounts.

The Users Management module in the Settings console provides centralized workflows for inviting, importing, and managing users. As an admin, you can:

• Invite users via email or bulk-import from a file.
• Synchronize users from your organization’s Active Directory (AD).
• Assign and change roles to control access and permissions.
• Monitor and manage user statuses — active, inactive, and locked.
• Configure user profile fields for your domain.

Only users with the Admin role or higher (with Users Management permissions) can access the Settings console.

Best practices:

• Regularly review and update user roles.
• Use bulk import to add multiple users efficiently.
• Monitor locked users and inactive invitations.

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Users Dashboard

The dashboard displays user counts by status and detailed user information including name, email, role, and status.

User status types:

Status	Description
Active	Users with active accounts who can interact with other AI for Process users.
Inactive	Invited users who have not yet accepted the invitation.
Locked	Users who exceeded 5 failed login attempts and are locked out.

For information on default system roles, see System-defined Roles.

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Add Users

You can add users via email invitation or by importing a file.

Invite via Email

1. Click Settings on the top navigation bar.

2. Click Users Management > Users > Add New User.

   

3. Click Invite.

4. Enter a valid email address.

5. Select a role from the dropdown to define the user’s access.

   
   System-defined and custom roles available in your account can be assigned. Learn more about roles and permissions.

6. To invite multiple users, click + Add another member and repeat steps 4–5. To remove an invitation row, click the Delete icon.

   

7. Click Send invitation(s). The count updates as you add or remove invites.

   

A success message appears when the invite is sent. If it fails, check the highlighted email addresses and try again.

Email address requirements:

• The field must not be empty.

• No spaces before, between, or after the email address.

• Must include a valid domain (for example, [e-mail]).

  

• Duplicate invitations are not allowed. The system displays: “This email has already been added.”

  

• Invitations expire 15 days after being sent.
• The user status is Inactive until the invitation is accepted, then changes to Active.

Bulk Import

The bulk import feature lets administrators add multiple users at once using .txt or .csv files.

Requirements:

• Valid file types: .txt or .csv only.
• Required fields: name, email ID, and status.
• Each row must contain information for one user.
• Accepted delimiters: comma (,), pipe (|), semicolon (;), and tab.
• The first row must contain field names.
• Mandatory fields are marked with * in the sample file.
• The User Status field determines the post-import action: New, Update, or Delete.
• Entries with invalid email formats or missing domains are skipped during import.
• Once validated, an email invitation is sent to activate the user’s account.
• If a user is already active in your account, no invitation email is sent.

Import Users from a File

1. Click Settings on the top navigation bar.

   

2. On the Users dashboard, click Add New User > Import.

   

3. On the Import Users page, upload the file by either:

   • Clicking Upload File and selecting the file from your system.

     

   • Dragging and dropping the file into the Upload File window.

   Tip: Download the sample .csv file for reference. The fields are pre-defined with data requirements.

   

   Ensure column names and field mandates match the sample file. A mismatch causes an error:

   

4. A preview window shows the file data with a success message. Click Continue.

   

5. When the import completes, click Continue.

   

6. If validation errors exist, a window shows the import status and error reasons.

   

   Correct the highlighted values and re-upload. Then repeat steps 4–5.

The file takes a few minutes to import. A progress dialog shows the status. When complete:

Click OK to view imported users on the dashboard.

Imported users are assigned the Viewer role by default. You can change this later. Learn more.

The dashboard shows success and failed import statuses:

Failed import

If user data fails to import, the following message appears:

Review which users failed, the actions attempted, and the reason. Then retry with corrected data.

Canceled import

The system cancels imports for entries that fail validation (for example, an invalid email address). A window shows the import status and cancellation reason:

Import History

Click Import History in the Import Users window to view past imports.

The history shows the import date and time, the importing user, and a summary of successful and failed imports.

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Manage Users

Search for a User

1. Go to the Users dashboard.
2. Click the Search text field.
3. Enter the user’s name.

Matching results appear automatically.

If no match is found:

Unlock a Locked User

Locked users cannot access their accounts until an admin unlocks them.

1. Go to Settings > Users Management > Users.

2. Hover over the user with status Locked.

3. Click Unlock.

   

4. Click Confirm.

The account is unlocked and the status changes to Active.

Change User Role

On the Users dashboard, you can change the account-level role for one or more users. Only roles allowed for the user type (admin or account) can be assigned. When you change a user’s role, the corresponding permissions and access levels apply automatically.

To change an individual user’s role, see Reassign an Alternative Role to Active Users.

Bulk role change

To assign the same role to multiple users simultaneously:

1. Select the required users on the Users dashboard.

2. Click the Role dropdown in the bottom pane and select the role.

   

The role updates for all selected users.

To assign different roles to multiple users, change roles individually.

Delete a User

• Deleting a user revokes their access and removes their data from your account. The user can still access their personal AI for Process account. To rejoin, you must invite them again.
• You cannot delete users who own active workflows. The user must remove all active workflows before deletion.

Delete a single user:

1. Click Users Management > Users on the left menu.

2. Hover over the user entry you want to delete.

3. Click the Delete icon.

   

Bulk delete:

1. Select the required users and click the Delete icon at the bottom of the screen.

   

2. Click Remove in the Remove users window.

   

The users are removed from the list and the Total Users and Active Users counts update.

Deleting a user is permanent.

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Active Directory Sync

By configuring Active Directory (AD) import, you can sync your organizational user information into the Settings console from a single source of truth, eliminating the need for email invitations or manual file imports.

The auto sync feature keeps user data in AI for Process current, including deletions and modifications in the AD.

An AD professional with the necessary technical expertise should handle the auto sync configuration process.

Configuration steps overview:

1. Set up the Connection: Connect the Settings console to your organization’s AD.
2. Import Organization Units: Choose the OUs from which to import user data.
3. Specify User Attributes and Configure Rules: Define user profile fields and inclusion/exclusion rules for selective import.
4. Schedule Automatic AD Sync: Set up scheduled sync to keep user data current.

Steps to Configure AD Sync

1. Click Settings on the top navigation bar.

   

2. On the Users dashboard, click Configure Directory in the Configure sync with directory section.

   

3. Complete the setup in the Configure Directory window by following each step in order.

   • The left panel tracks your progress — completed steps show a check mark, and in-progress steps show a dot.
   • Complete each step in order without skipping.

Step 1: Set up the Connection

1. Provide the following fields to configure the AD connection:

   Field	Description
   Host Name	The domain’s hostname or IP address where AD services run.
   Server Port	The network port number used by the domain host.
   Base DN	The server location for users and groups in the domain.
   User ID	The identity used to log into the AD.
   Password	The password used to log into the AD.
   SSL (Optional)	Enable to secure communications over HTTPS.

   

2. Click Next to validate the credentials before proceeding. Validation errors appear on screen so you can correct them.

Step 2: Import Organization Units

1. Select one of the following options:

   • Import all organization units: Imports user data from all OUs.
   • Do not import organization units: No user data is imported from any OUs.
   • Import only the following organization units: Imports user data only from the selected OUs.

2. Click Next to proceed to user profile fields mapping.

   

Step 3: Specify User Attributes and Configure Rules for Selective Import

In this step, you can:

• Define the LDAP user attributes (profile fields) to import from the AD.
• Set inclusion and exclusion rules to filter which users are imported.
  • Inclusion rules: Define which users to include in sync or import based on criteria.
  • Exclusion rules: Define which users to exclude from the AD import.

To configure user attributes:

1. (Optional) Select Import users from active directory to fetch default fields from the AD.

2. Click the User Attributes tab and map each field under Default Fields to the corresponding AD attribute from the dropdown.

   

3. (Optional) To add custom field mappings in the Custom Fields section:

   • Click Add Field.
   • Enter the custom field name in Custom field name.
   • Enter the corresponding AD field in Field from Active Directory.
   • (Optional) Click the tag icon to set the custom field as the primary field. To delete this field, you must first remove the primary field tag.
   • Click Next to complete the mapping.
   

   To remove a field, click the Delete icon.

   
   Deleting a custom field is only allowed if multiple fields exist.

To configure inclusion and exclusion rules:

4. Click the Manage Inclusion & Exclusion Rules tab.

5. Under Inclusion Rules, enter the rule expression using user profile parameters in the Rule Definition textbox, following LDAP filter syntax.

   

6. (Optional) Under Exclusion Rules, set the AD/LDAP field, Match Type, and Value. Match Type options:

   Match Type	Description
   Exact Match	The AD field must exactly match the specified value.
   Partial Match	The AD field can partially match the specified value.
   Multiple Matches	The AD field must match all specified values.

   Steps to set exclusion rules:

   1. Click + Add exclusion to add a new rule entry.
   2. Select the entry to enable the exclusion rule.
   3. Click Next to proceed.
   All mandatory fields must be filled in before you can proceed to the next step.
   

   To delete a rule, hover over the entry and click the Delete icon.

   

Step 4: Schedule Automatic AD Sync

Enabling auto sync is optional but recommended to keep your AD data on AI for Process current.

When auto sync is disabled, initiate AD sync manually by clicking Sync Now under Configure Sync with Directory.

1. Click the Enable auto-sync toggle.

   

2. Configure the following sync fields:

   Field	Options	Default
   Sync Frequency	Daily, Weekly, Monthly, Other	Daily
   Sync Start	Any future date (calendar picker)	Current date
   Time	Based on selected frequency	12:00 PM

   • For weekly and monthly syncs, you can select only one date from the calendar.
   • You can only schedule sync with a future date and time.

   Frequency options:

   • Daily: Syncs every day starting from the Sync Start date.

     Example: Syncs daily from 10 June 2024 at 12:00 PM.

     

   • Weekly: Syncs on the selected day (Repeat On) every week, starting from the Sync Start date.

     Example: Syncs every Thursday from 10 June 2024 at 12:00 PM.

     

   • Monthly: Syncs on the designated day of each month, starting from the Sync Start date.

     Example: Syncs on the 15th of each month, starting 10 June 2024 at 12:00 PM.

     

   • Other: Syncs at custom intervals (for example, every 60 days or weeks) starting from the Sync Start date and time.

     Example: Syncs every 60 days, starting 10 June 2024 at 12:00 PM.

     

3. Click Save.

   

   If auto sync is disabled, Save only saves the configuration. Enabling auto sync saves the configuration and initiates sync at the scheduled time.

After Setup

After configuring AD sync, the following options appear under Configure sync with directory:

Option	Description
Sync now	Performs an ad hoc AD sync without waiting for the schedule.
Sync History	Displays the history of AD syncs, including date and time, the initiating user, and a count of successful and failed records synced.
Manage directory sync	Opens the Configure Directory window to edit existing configurations.
Reset	Resets the AD sync configuration but retains the last sync data on AI for Process.
Sync Status	Shows the date of last sync, total users and OUs synchronized, and any errors encountered.

Even if auto sync is off, click the Change link in Sync Status to access and schedule auto sync on the configuration page.

Sync Status Email Notifications

For a successful sync:

For a failed sync: