Add and invite users

Goal: Create users, assign roles and access, and invite them to Gluu—plus manage optional fields, permissions, and passwords.

Users can be added to Gluu in the following ways:

Share a specific process

Sync with your company’s Azure AD

Or add users manually as described in this article.

Add users #

1. Go to “Users” in the left menu.
2. Search to see if the user already exists.
3. Click “New” to open the user details screen.
4. Follow the instructions and click “Create user”.

Assign roles #

‘Roles’ connect users with processes and ensures that each user sees what is relevant to the person’s work.

1. Open the user dialog.
2. Search to add roles.
3. Click “X” to remove roles.

Read more about roles in this article.

Additional information #

You can also capture additional information in Gluu:

1. Click “Optional fields” below the email field.
2. Add Title (optional).
3. Add Phone number (optional).
4. Add Location (physical or department).

Optional fields support HR and user management by enabling filters across Gluu.

Send access details #

Once you have added a user, then you can send the person an email with a link to set a password (if not using Azure AD).

Note that for security reasons the link expires within 48 hours. However, you can always send a new invitation link.

This is also used for users that have forgotten how to access.

Basic view rights #

As a default all users can:

• Search, read, view and comment on any non-private process, activities and work instructions.
• Search, read, view and comment where they have a role (as Process members).
• Complete tasks in activities where they are members, if they have a PRO license.

To assign more advanced rights to users you can use permission groups and add users to appropriate groups.

Tip: To tailor navigation for a user group, use Profiles.