Maximo Application Suite Customer-managed

Administering users and user access

Users are created and managed at the suite level and are made available for application-level access with application-specific role assignments, such as administrator or user. If required, an application administrator can set detailed application privileges for each individual application. You can add users to Maximo® Application Suite by creating a record for each user. You can also create multiple user records simultaneously by using a template file.

Before you begin

You can watch this video that shows how to manage users in Maximo Application Suite 8.11.

About this task

Maximo Application Suite user records are stored in the user collection in the MongoDB core database. The internal user registry can be configured to use external authentication providers for user authentication. For more information, see Authentication methods.

Procedure

  1. To add a single user, create a user record and enter the users' details, authentication type, and entitlement.
    1. In Suite administration, click Users and then click Create user.
    2. Specify the user's display name, user ID, and primary email.
    3. Specify other identity information, such as account status, user details, contact information, locale, and time zone.
      For more information, see Setting user account status and Setting language and time zone preferences for users.
    4. Specify the authentication type and login details for user authentication.
    5. Select entitlements to set the application and administration access levels.
      For more information, see User entitlement and access.
    6. In the Application access section, give the user access to applications that they need by selecting the role or entitlement.
  2. To create multiple user records, import user records by using the .csv template file.
    1. In Suite administration, select Users and then click the Import users icon.
    2. Download the .csv template.
    3. In the .csv template, provide the user information to create the user records, such as identity details, contact information, access entitlements, and account status. For more information, see Importing users.
    4. Upload the .csv file and click Import.
    After you import the completed .csv file, the data is processed, and a record is created for each user in the file.

What to do next

In the Maximo Application Suite user interface, users can self-manage their accounts to update the display name, change their password, and set their preferred language and region.

Important: If SMTP is enabled for your environment, an email is sent to the email address that is associated with the user ID. If the SMTP email security is set to email passwords to users, a second email is sent with the user's password. If SMTP is not set up, an administrator must contact the user to provide the password.

If you delete users, the user ID is removed from the Maximo Application Suite user registry. If you are using LDAP or SAML authentication, the user account remains on the identity provider server but is no longer associated with a Maximo Application Suite account. If you use user registry synchronization, you must delete the user on the LDAP server and then synchronize to remove the Maximo Application Suite user.

Starting in Maximo Application Suite 8.11.11, you can enable the option to anonymize personal information, such as username, email, and display name, before you delete users. You can also anonymize personal information as a global option by updating the custom resource in the Red Hat® OpenShift® web console. Then when you delete users, this personal information is anonymized by default. For more information, see Anonymizing user data.