Edit Administrator

This form allows you to create a new administrator or edit the profile of an existing administrator.

Click OK/Apply to save any changes you make.

The following is a description of the default fields on each tab. You can add additional fields to a tab by clicking . For more information, see Customize Forms.

General Details

The General Details tab allows you to fill out basic information about the administrator. The following fields appear by default:

User ID
User ID is automatically generated. If a user was imported from LDAP, the User ID is Domain\User Name. If a user was created manually, then the User ID is the same as User Name.

Domain
If the administrator was imported from LDAP, this shows the admin's domain. If the admin was created manually, this is blank. The domain must be selected when logging into SysAid from the Login page (if the admin is not an LDAP user, the Domain is SysAid local).

User Name
An administrator's username is used for logging into SysAid.

To change the the user name, click Update User Name , enter the new name, and click Save.

Password and Confirm Password
This is the password the administrator uses when logging into SysAid. If the administrator has been imported from LDAP, you won't be able to edit these fields.

SysAid forces users to use passwords that meet the following complexity requirements:

The password must consist of at least eight characters in length and must include three of these four conditions:

• Numbers (0-9)
• Lowercase letters(a-z)
• Uppercase letters(A-Z)
• Special characters (!@#$%^&*()_-)

(In On-Premises accounts, these conditions are only required if the Enforce password complexity for local users option is checked, for more information, see Account Defaults.)

Click Generate random password to generate a random password. After saving the admin's profile, you can send this password to the admin via email, who then change it after logging in. If you have not enabled outgoing email integration, it's not recommended to use this option, as there won't be any way to know what the password is.

First Name and Last Name
The administrator's first and last name.

Email
The administrator's email address. It's very important to enter an email address so that the administrator can receive emails sent from SysAid.

Text message
This is the phone number of the mobile device on which the administrator would like to receive text messages sent by SysAid. This field requires a complete phone number (country code, area code, and individual number) with no spaces or punctuation. For example, if the mobile phone number is (617) 555-1212 in the US, enter 16175551212.

Phone and Cellular phone
The landline and cell phone numbers of the administrator. The cell phone number can be the same number as in the Text message field above. However, the Cellular phone field is not used for sending text messages, so the format of the phone number can be whatever you like.

Company (Full Edition only)
Each administrator can belong to one company. Once attached to a company, an administrator is included in all reporting that's sorted by company. You can also limit the administrator to view and edit only service records, assets, CIs, etc. that are part of the same company (see Permissions below).

Custom Theme
You can select a Self-Service Portal theme for when the admin accesses the Self-Service Portal. This overrides the theme set to the default or company level.

Description

The Description tab includes additional information about an administrator.

The location list can be edited under Settings > Customize > Lists.

Permissions

SysAid gives you a tremendous amount of control over permissions for each individual administrator. The following is an explanation of all permissions available in SysAid.

Permission Type (Full Edition only)
Choose whether the administrator's permissions are determined here or by the settings of that admin's groups. Group permissions are defined per group under Tools > User Management > Groups. For more information about group permissions, see Group Edit.

You may also view the permissions of all administrators concurrently by navigating directly to http://[your SysAid URL]/PermissionsPerUser.jsp.

Help Desk

The Help Desk tab shows the help desk list, but only shows service records submitted by this administrator. Full instructions for using the help desk list can be found here.

Assets

This tab shows a list of all assets owned by the admin. General instructions for using SysAid lists can be found here.

Login History

This tab shows login history per computer for this administrator. That is to say, every time that this administrator logs onto a computer in the network that has the SysAid Agent installed, an entry is added to this table.

Computer login history for Josh

My Desktop

The My Desktop tab allows you to assign assets to this user for SysAid My Desktop. Click to open a list where you can select your desired assets. Alternatively, click Auto-Match to automatically assign this user any assets they own or use most. For more information about Auto-Match, please see the My Desktop Guide.

Once assets are assigned to this user, the user can initiate a My Desktop session from the Self-Service Portal

Group Membership

The Group Membership tab displays a list of all the groups that the admin belongs to. You can add the admin to a group or multiple groups simultaneously.

To add the admin to a group or multiple groups

1. Click .
2. In the Group list window that opens, select the check boxes corresponding to the group(s) you want to add the admin to.
3. Above the list, click Select.
   

To remove the admin from a group or multiple group

1. In the Group list window that opens, select the check boxes corresponding to the group(s) you want to remove the admin from.
2. Above the list, click Delete.
   

Related Items

The Linked Items table shows you a list of all items related to the Administrator. Click on any item to open a new window with details for that item.

Items added to this table also appear in the Linked Items table for the related item. For example, if you add an asset to the Linked Items table on an Administrator, you will see the Administrator in the Linked Items table for that asset.

To add linked items

1. Ensure that the Links to Other Items field is added to the user form.
2. Select the type of item you would like to add using the Add a new link, of type drop-down list.
3. Choose the Dependency type of the linked item.
4. Click Add. This opens a list of items of the selected type.
5. From the list, select one or more items using the check boxes at the left end of the rows.
6. Click Select to save the selected items. This closes the list and attaches the items.

To remove linked items

1. Select one or more linked items using the check boxes.
2. Click Delete from the list actions.

Fields Available for the Administrator Form

Following is a complete list of fields available on the Administrator form. Some of these fields do not appear by default and must be added to this form using the design form icon .

Field Name	Description
Active Service Record	Shows you the number of service records in either "New" or "Open" status that have been requested by this administrator.
Agreement	The agreement chosen here will be applied to all service records where this admin is the request user. If no agreement is chosen, then either the admin's company's agreement will be used or the default agreement will be used.
Assets	Displays a list of assets for which this administrator is the owner. Allows you to delete assets as well as to perform certain mobile actions on assets that are mobile devices. For more information, see the Assets tab, above.
Attachments	Allows you to add attachments to the administrator's profile.
Building	This field allows you to record the building in which the administrator is based.
Car license	This field allows you to record the administrator's license plate number.
Cellular phone	The admin's cell phone number.
Chat Nickname	The administrator's chat nickname appears to end users during chats. If this is left blank, the admin's first and last name will appear instead.
Chats	Shows a history of all chats where the administrator played the role of the end user (i.e. initiated the chat from the chat icon).
Company	This is the administrator's company. If an administrator is limited to view their company information only, then the company here determines which company they can view.
Confirm Password	Used in conjunction with the Password field. After entering a new password, the password must be re-entered into this field for conformation.
Cubicle	The administrator's cubicle number, if there is one.
Custom Theme	You can select a Self-Service Portal theme for when the end user accesses the Self-Service Portal. This overrides the theme set to the default or company level.
Date Input Style	Determines whether this administrator sees dates in Month-Day-Year (American) or Day-Month-Year (European) format. Also determines whether activity times on service records and on tasks will appear in 12 hour (American) or 24 hour (European) clock format.
Department	This allows you to indicate that an administrator belongs to a particular department. You can create a list of departments under Settings > Customize > Lists by choosing the Department list.
Disabled	Choose whether or not an administrator is disabled. Disabled admins can't log in to SysAid, can't be chosen as the request user for a service record, and can't be assigned service records. On the other hand, disabled admins also do not count against your license limit. An administrator who is not disabled is enabled.
Display Name	If User name display method is set to Display name under Settings > Customize > Appearance, the contents of this field will be shown any place the user's name shows up in SysAid. Display Name can be imported from LDAP.
Domain	If the user was imported from LDAP, this shows the user's domain. If the user was created manually, this is blank. Domain must be selected when logging into SysAid from the Login page (if the user is not an LDAP user, Domain is SysAid local).
Email	The administrator's email address. Whenever somebody sends an email to an admin, the admin receives the email at this email address.
Expiration Date	A user with an expiration date will not be able to log into SysAid after the expiration date passes. This does not mean that the user is disabled, only that they can't log in.
First Name	The administrator's first name.
Floor	The floor on which the administrator is located.
Help Desk	Shows a list of all service records submitted by the administrator. See the Help Desk tab above for more details.
History	Allows you to see a list of all changes that have been made to this admin's profile. Click on a version number to open a new screen with a snapshot of the admin's profile at that revision.
Is supervisor	This option is relevant for end users.
Language	Allows you to choose the language in which this administrator views SysAid. Only languages selected under Settings > Customize > Account Defaults appear in this list.
Last Name	The administrator's last name.
Links	Allows you to add links to websites, FTP, local/network storage, and Lotus Notes items.
Links to Other Items	This field easily allows you to see if an Administrator is linked to another entity such as an asset, company, etc. For more information, please see the Related Items tab above.
Location	The administrator's location. You can create a list of locations under Settings > Customize > Lists by choosing the Location list.
Login History	Shows login history per computer for this administrator. See the Login History tab above for additional information.
Manager	Allows you to select the administrator's direct manager. This information is used anywhere in SysAid where the administrator's manager is referenced, such an in escalation rules.
My Desktop	Shows all assets assigned to this user for My Desktop. Also allows you to assign new assets to this user.
Notes	Allows you to leave any notes that are relevant for this administrator.
Out of the office, assign all new requests to	Using the ellipses button , you may select an administrator who will receive all new service records that would otherwise be assigned to the current administrator. This is useful if an administrator is out of the office on vacation or sick leave. If you would like to move all active service records as well, click the button Assign all my active SR.
Password	Allows you to create a password for this administrator. You must also enter the password into the Confirm Password field. This field in not available if the administrator was imported from LDAP (the administrator's password is stored in LDAP and must be edited there).
Permissions	Displays a list of all administrator permissions. For more information about available permissions, please see the Permissions tab above.
Phone	The administrator's phone number.
Receive automatic SR email notifications	Allows you to choose whether the administrator receives the automatic email notifications sent out by service records (such as when the end user updates the service record). Go here for more information.
Secondary Email	This is the email address that's used if an administrator performs a password reset using Password Self Service and the password delivery method is set to email.
Service Records	Shows two numbers: the first is how many active service records this administrator has requested (i.e., the admin is the request user on the service record), and the second is how many total service records this administrator has requested.
Text message	This is the phone number that's used to receive text messages sent by SysAid. For more information, see the General details tab above.
Time Zone	This is the administrator's time zone. The time zone chosen here impacts the time that appears by default whenever an admin logs an activity or uses the calendar icon  to select a date and time.
User Custom Date 1 + 2	These custom date fields allow you to keep track of additional dates relevant for this administrator.
User Custom Int 1 + 2	These custom integer fields allow you to keep track of additional integers relevant for this administrator.
User Custom List 1 + 2	These custom list fields allow you to keep track of additional information relevant for this administrator.
User Custom Notes	This custom notes fields allow you to keep track of additional information relevant for this administrator.
User Custom Text 1 + 2	These custom text fields allow you to keep track of additional information relevant for this administrator.
User ID	If a user was imported from LDAP, User ID is Domain\User Name. If a user was created manually, then User ID is the same as User Name.
User Logged In status	Indicates whether this administrator is currently logged in or not.
User Name	The administrator's user name. If an admin is imported from LDAP, this is the LDAP user name.
User groups	A list of all groups the administrator is part of. You can manage groups under Tools > User Management > Groups.