How to Create a New User and Assign Permissions

This page explains how to create a new user account in xAssets and assign the appropriate permissions through user groups.

Prerequisites

You must have Administrator or Configuration user group permissions.
A user group must already exist that matches the level of access the new user needs. If not, create one first (see User Groups).
Optionally, create a Custodian record for the user before creating the user account. The Custodian record holds the user's email address, location, department, and cost centre associations.

Before creating the user account, create a Custodian record so the user can receive email notifications and be associated with organisational data.

Navigate to Admin > Users.
Choose Create a new user from the Users menu, or click the New button.
Enter the User ID -- this is the login name. For Windows Authentication, enter the user's Windows username exactly as it appears in Active Directory.
Select the User Group to assign permissions. The user group controls what the user can see, which menus they can access, and what records they can create, edit, or delete.
Choose a Start Profile -- this is the profile the user sees on first login (e.g., IT Asset Management, Fixed Asset Management).
Set Records per page to a value between 50 and 200. Values above 200 may slow query rendering.
Link the Custodian record you created in Step 1.
For database authentication, set a Password. This is not needed for Windows Authentication or SSO users.
Click Save.

Ask the user to log in using their User ID and password (for database authentication), their Windows credentials (for Windows Authentication), or their SSO provider (for Single Sign-On).
Verify they see the correct Start Profile and menus.
Check that they can access the expected data and menu items.

If the user needs different access than what their user group provides, you have two options:

Move the user to a different user group that better matches their needs. Edit the user record and change the User Group field.
Create a new user group with tailored permissions. See Creating a New User Group and configure its Menu Access and Table Permissions.

Every user should have a linked Custodian record with a valid email address. Without this, the user will not receive email notifications.
When an employee leaves, disable their account immediately for security, then mark it as deleted after any handover period.
To temporarily prevent access, use the User Disabled checkbox rather than deleting the user.