2. To administer accounts

Accessible from the main menu, the Users menu allows the customer account manager to:

create a new user account (Create a new user account);
manage license type and number of users (Manage licenses and number of users);
manage user access rights for all workspaces in the customer account (Manage roles or access rights);

Figure 1. “Users” tab


	The customer account manager sees his own account with a blue bar to the left of the name.


	The account manager can download the list of users of a workspace in CSV format.

2.1. Manage licenses and number of users

There are four types of user license.

Nominative licenses

nominative license “Writers” used mainly with the Calenco Docs solution;
nominative license “Operators” used with the Calenco Forms solution.

A nominative license is reserved for a single user at a time. It is linked to your login details (address and password).

Floating licenses

floating license “Floating writers” used primarily with the Calenco Docs solution;
floating license “Floating operators” used with the Calenco Forms solution.

A floating license is shared by up to 10 users, with only one user logged in at a time. The other nine users will receive the following message when they log on:

Example 1. Examples of floating licenses use

If a customer has a writer/operator who needs to connect to Calenco at any time with regular sessions, the customer account manager must purchase a writer/operator nominative license for this person. In addition, he has 3 writers/operators who are required to perform ad hoc content updates twice a year, and at different times (no simultaneous sessions). For these users, a floating writer/operator license is recommended. If the team of writers/operators exceeds 10 people (for each type of floating license), an additional floating license must be added.

The customer account manager can view the number of licenses by type and the number of active users for each type in the Users menu:

Figure 2. Number of active users / number of subscribed licenses


	Numbers for floating licenses are interpreted as follows: 1 / 10 = 1 active user out of 10 available users for a subscribed floating license.


	Inactive (grayed-out) users remain visible in the list, but are not counted in the number of users.


	The customer account manager has a nominative writer license and customer manager role by default. It is not possible to modify his license type or role. To assign the customer manager role to another user, please contact your usual NeoDoc contact.

Each user's access to Calenco functions and content is determined by the type of license in combination with the role or access right assigned at workspace level (see Manage roles or access rights).

2.2. Manage roles or access rights

Figure 3. Roles or access rights

There are four roles or access rights to Calenco functions and content:

Customer account manager (customer manager) can :

manage the subscription,
add or remove licenses,
manage users,
create new workspaces,
create workflow templates,
add languages to the workspace.
manage filtering attributes,
create shared spaces,
create a connector to the translation tool,
manage translations,
manage servers for storage
define the role required for file deletion,
clean up the version history for all documents in the space,
manage form templates and forms.


	The customer account manager has a nominative writer license and customer manager role by default. It is not possible to modify his license type or role. To assign the customer manager role to another user, please contact your usual NeoDoc contact.

Workspace administrator (Administrator) can:
- create workflow templates and manage workflows,
- manage filtering attributes,
- manage servers for storage
- manage publications
- create content,
- manage translations,
- manage form templates and forms.
Writer (User): can create and update documents and content.
Operator: can access the interactive forms to which it is associated and participate in workflows with the Calenco Forms solution.

The role is assigned to a user either :

when creating his account (Create a new user account);
when modifying a created account (Modify a user account).

The customer account manager can change the role of existing users at any time.


	The same user can have different roles in different workspaces, with a few exceptions (see Create a new user account).

2.3. Create a new user account

The customer account manager can subscribe new licenses.

He cannot create more accounts than subscribed licenses. If creation fails, you may have to close unused accounts or purchase new licenses (see Manage the subscription,).

From the main menu go to Users.
Figure 4. “Users” tab
Click on +Create.

In the form, fill in the following fields:

Last Name = First Name Last Name
Email = professional email address
The clickable message “Show optional fields” Allows you to record additional information about the user: work phone and work department. Enabling these fields makes this information visible in the Users.

Password and Retype Password


	For security and privacy reasons, enter a temporary password. Notify the user of their account creation and prompt them to reset the password the first time they log in via I forgot my password.


	You can leave the Password field blank. Once the account has been validated, the user receives an automatic e-mail with the password reset procedure, which must be carried out within 7 days of receiving the e-mail.

License
Users without a license or role cannot connect to Calenco.
When creating an account for the first time, the default license type is “None”.
Select the desired license type for this user.
When subsequent accounts are created, the drop-down menu displays the license type selected during the previous creation (provided there are still free licenses subscribed for this type). Go straight to setting up the role.
Select “None” license to define its type later in the Users tab. Unlicensed users appear with the symbol .
Preferred language for documents and notifications = language of the tool interface

Role = select the workspace first, then assign a role (access rights).

Users with a Writer license (nominative or floating) can have any number of roles: Administrator, User, Operator.

A user with an Operator license (nominative or floating) can only have the Operator role, as this is the most restricted access level in Calenco.


	If the license is set to “None” when an account is created, a role must be assigned in the Users tab after a license has been assigned. Users without a role appear with the symbol .


	If you want to give the user access to multiple workspaces, fill out a Role field by space and type of access rights (even if the role is the same for different spaces).


	The same user can have different roles in different workspaces. It is not possible to assign or modify the role for the unlicensed user.


	Assign forms to operator. For users created with the Operator role, remember to associate them with interactive form(s) and their corresponding form template(s) by clicking on to the right of the role and ticking the necessary tags.

2.4. Modify a user account

The customer account manager can modify the license type (within the number of subscribed licenses available) and/or the user role.

It is not possible to change the role of the customer account manager or delete his/her account. If necessary, contact your usual NeoDoc contact.

Once the NeoDoc team has assigned the customer manager role to a specified account, the new customer manager can:

delete the account of the former account manager (see Delete a user account);
assign a license and role to this account in the Users menu, if required.

From the main menu go to Users.
Figure 5. “Users” tab

For the desired user, click on the license symbol to change its type. In the drop-down menu, select the desired license and accept the choice.

If the required type is grayed out, you need to close (if unused) or deactivate accounts with this license, or purchase an additional license (see Manage the subscription,).

Figure 6. License types menu

When changing from a Writers license (nominative or floating) to an Operators license (nominative or floating), the following message appears:

Figure 7. Changing from a Writers license to an Operators license

You can return to one of the Writers licenses at any time.

When changing a license type to None, the following message appears:

You can return to any license at any time.

For the desired user, click in the drop-down menu of the desired workspace to change his role.
The same user can have different roles in different workspaces. It is not possible to change the role for the unlicensed user.
A user with an Operator license (nominative or floating) can only have the Operator role, as this is the most restricted access level in Calenco.
Associate the user with the Operator role with interactive form(s) and their corresponding form template(s) by clicking on to the right of the role and ticking the required tags.

2.5. Delete a user account

The customer account manager can delete one or more user account(s).


	It is the customer's responsibility to ensure that unused accounts are deleted for security reasons.

From the main menu go to Users.
Delete the necessary users.
From the main menu, click on the my subscription menu.
Click on Change options. Remove the number of respective licenses. Click on Next then Confirm.

2.6. Replace an existing user with a new one


	For security and data traceability reasons, it is strongly discouraged to replace one user's information with another information in the existing account.

If it is necessary to replace a user, the following steps should be taken:

From the main menu go to Users.
Delete the necessary users.
Create a new user account by following the procedure Create a new user account.

2.7. To kill a session

Each connection to Calenco is linked to a working session. This session is unique and nominative. It is therefore not possible to simultaneously open a session in different browsers for a given user.

You can disconnect and finish your active session with the button Disconnect in the main menu n the top right-hand side of the interface.

	Forced logout
	Account managers can view a list of active sessions on Calenco and close a specific session if necessary by clicking on .

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