Users and roles

In Settings, the Users section manages accounts and the Roles section defines what each role allows. Both are reserved for administrators and for roles that are allowed to use them.

Create a user

1. Open Settings, then Users, and click New user.
2. Enter the Display name and the email address.
3. Choose the level: Admin for full access, or User for limited access (read-only entries, document upload, manual sync).
4. Leave Automatic password on, or turn it off to choose a password. The server requires at least 14 characters and rejects passwords known to have leaked.
5. Click Create user.

With an automatic password, ark.flow emails it to the person. If it can’t send the email, the Generated password window shows it once: copy it before closing and pass it on securely.

Edit, deactivate or delete an account

The list shows each person’s Role, Status (Active or Inactive) and Last login. The icons in the Actions column let you:

• Edit: name, email, role and Active account. An inactive account can no longer log in;
• Reset password: a new password, automatic or chosen, shown once;
• Delete: deletion is permanent. You can’t delete your own account.

Assign a role

You assign a custom role after creating the account: click Edit, choose the role in the Role field, then save. A few rules apply:

• you can’t change your own role;
• the organisation must keep at least one Administrator;
• you can only edit or demote the Administrators you appointed.

Create and adjust roles

Open Settings, then Roles. The list shows how many people have each role. Default roles, such as Administrator and User, carry the Default badge. The Administrator always has every function (All rights): only its name and description can be changed.

1. Click New role and enter the Role name.
2. Under Start from, choose Empty role, an existing role or one of the suggested templates (Template).
3. Click Create role.
4. Under Functions, tick what the role allows. When a function requires another one, ark.flow adds it and tells you. The What this role sees block sums up the resulting access.
5. Click Save. If you remove functions, ark.flow asks for confirmation and shows how many people will lose those rights.

You can only grant functions you have yourself. Duplicate makes a copy of a role. Delete only works when nobody has the role; default roles can’t be deleted. The History lists creations, changes and assignments.