You are here:

Adding Users

Users are individuals who are part of your maintenance organization who are authorized to manage work orders in GLOBAL. Only users who are Maintenance Admins can create new Users. There are two ways to create Users in GLOBAL:

Create a single user with the New User form.
Create multiple users using the data import process.

Creating a Single User

To create a single User:

Select the Security icon. The Security > Users page opens.
Select the Create a new User button. The Security > Users > New User page opens.

Enter the appropriate information in the fields on the form. Only fields marked with an asterisk are required. Click here for more information about the fields on the form.

Field Name	Required	Description
Name		Appears on the User's onscreen profile badge. Note: The name entered here is used to fill the What should we call you? and Display Name fields by default. Those fields can be edited.
Email		Used to send the User's initial registration email and other notification emails.
Username		Used to log in to GLOBAL. Displayed at the bottom of the User's card on the Contacts page.
What should we call you?		Use this field to record the User's preferred name.
Display Name		Displayed on the Users list, on the Contacts page, and in the Person field on individual Labor and Requester forms. Name used in emails. This field is filled with the information in the Name field by default, but can be changed.
Mobile Phone		Enter the User's mobile phone number.
Timezone		Select the timezone where the User is located.
Locale		Select the language the User will see when logged in to GLOBAL.
Administrator		When this is selected, the User is given the Administrator User Role and added to the Maintenance Admins User Group. For more information see User Groups.
Create Administrators		When this is selected, the User has permission to create additional Administrators in GLOBAL. For more information see User Groups.
Has access to root Site		When this is selected, a User who has permission in GLOBAL to add or edit items on one or more assigned Sites can also add and edit items on the Root Site. For more information about User permissions, see User Groups.

Select Save. The Security > Users > User’s Name page opens. The User has been added to GLOBAL.

Note: When a new User is created and the Administrator box is not checked, the User is added to the Maintenance Users User Group by default. Checking the Administrator box adds the new User to the Maintenance Admins User Group in GLOBAL. MicroMain recommends assigning only one person per organization to the Maintenance Admins group. For more information about User Groups and group permissions see User Groups.

Creating Multiple Users

To create Users using the data import processyou will first download and complete the Security.xlsx spreadsheet, then import the spreadsheet to GLOBAL. You can continue working in GLOBAL while data is being imported or exported and receive notifications in GLOBAL and via email when the import or export is complete.

To download and complete the spreadsheet:

Select the Security icon. The Security > Users page opens.
Select the data import icon . The data import window opens.
Select Download Users Template. The Excel file named Security.xlsx downloads to your computer.

Open Security.xlsx, then select Enable Editing. At the bottom of the page select the Users tab. Enter the User information in the columns on the spreadsheet. Columns marked with an asterisk are required. Click here for more information about the columns on the spreadsheet.

Field Name	Required	Description
FullName		Appears on the User's onscreen profile badge. Note: The name entered here is used to fill the Short Name and Display Name fields by default. Those fields can be edited.
Email		Used to send the User's initial registration email and other notification emails.
Username		Used to log in to GLOBAL. Displayed at the bottom of the User's card on the Contacts page.
Short Name		Use this field to record the User's preferred name, if desired.
Display Name		Displayed on the Users list, on the Contacts page, and in the Person field on individual Labor and Requester forms. Name used in emails. This field is filled with the information in the Name field by default, but can be changed.
Mobile Phone		Enter the User's mobile phone number.
Timezone		Select the timezone where the User is located.
Locale		Select the language the User will see when logged in to GLOBAL.
Has access to root Site		When this is selected, a User who has permission in GLOBAL to add or edit items on one or more assigned Sites can also add and edit items on the Root Site. For more information about User permissions, see User Groups.
IsAdministrator		When this is selected, the User is given the Administrator User Role and added to the Maintenance Admins User Group. For more information see User Groups.
Can Create Administrators		When this is selected, the User has permission to create additional Administrators in GLOBAL. For more information see User Groups.
Roles		Individual user roles which determine the options the User has to access and work with items in GLOBAL. For more information see User Roles and Work Order Permissions.
Users Groups		User Group that the User is assigned to. Each User Group is a collection of User Roles that determine the options individual Users have to access and work with items in GLOBAL. For more information see User Groups.
Sites		Site(s) the User is assigned to. Users must be assigned to a Site to log in to GLOBAL.

Note: Most fields in GLOBAL are limited to 50 characters, with the exception of Description fields. If your completed data import template includes more than 50 characters in any one of these fields, the data import upload will fail.

Save the file.

To import the completed Users Template:

Note: It is recommended that the data import include Site data and that the data import process take place when the user is logged into the Root Site.

Select the Security icon. The Security > Users page opens.
Select the data import icon . The data import window opens.
Select Import from Template. The Import from Template window opens.
Select Choose File, navigate to the completed Users Template and select Open.
In the Import from Template window, select Upload. The Security > Users page refreshes and the new Users appear in the Users list.

Note: Your Multisite settings can affect Users who have been added to GLOBAL via the data import process. When the Multi Site Option is on and Allow users access to root site is disabled, the Users who have been added via the data import process will not have access to the root site. For more information see GLOBAL Multisite Settings.

Note: Data categories and items are not available to users while the categories and items are being imported to GLOBAL. For example, users are not able to access the Assets page or add Assets to tasks while Asset data is being imported to GLOBAL. Users see a progress bar on these pages that lets them know when the import process is complete.