Options > Users

The users page can be reached from the Options menu by administrators. Administrators can manage the user list. To create a new user account, click the Add button. In the next page, you can enter the details of the new user account. In the same way, an existing user account can be edited. Click on the looking glass icon to search for users that have a username or belong to a group that contain the entered text (case insensitive).

The list of users can exported and imported to and from CSV or Excel (xlsx) format.

Name: This is the display name of the user. This can be different from the username (see below).

User account: The user account can be enabled or disabled. Only enabled user accounts can be used to log in.

Username: This is used by the user to log in.

Password: The password for the user account. The password must satisfy the requirements as specified on the system-settings page. You can generate the password automatically or fill it in yourself. If the new password is automatically generated, it is sent to the user by email, so an email address of the user must be specified in that case.

Log on method: The default log on method (Local verification) means that the password is verified by Apresa internally, based on the configured password.

When the log on method LDAP (AD) is selected, and the user logs on, the username and password are checked remotely on the Active Directory or LDAP server. If it matches, the user is allowed access to the Apresa. This means that you do not have to define the password in the Apresa, only the user name. The AD server address and AD user domain that is used during log on, is read from the Network settings.

If the method to Logon using external party is selected, the browser of the user is redirected to the website of the configured identity provider (ADFS or Microsoft online) to sign in, and then redirected back to Apresa. See also the "Logon using external party" option in the Network settings, and the "External logon service" option on the Group page.

E-mail: The e-mail address of the user.

Send e-mail to user: When a new password is defined, and this (one-time) option is enabled, the new password is sent to user, using the email template defined in the system settings.

Group membership: A user can be part of one group (or more groups). All permissions of the group apply to the user also.

Telephones: A list of telephone numbers, SIP IDs, or TDM channels, that belong to the user. Usually, the IDs entered here should match the Local ID (or Remote ID) as displayed in the main call listing. An exception is when the setting "Usage of SIP ID as identification" is set to a non-standard value.

User account for free-seating: If enabled, this account will be usable for Apresa Client only. When logged in using the Apresa Client, calls will be filtered based on the name of the PC where the client is running. All channels or phone numbers that the user can possibly use, should be added to the list of Telephones (above). Only the telephones that are present at the PC, according to the Seats configuration (defined in a separate screen), are monitored by Apresa Client. Each PC (called a seat) can have one or more telephones (a TDM channel or a VoIP phone number) associated with it.

Use custom Local ID when logged in with Apresa Client: When enabled, the Local ID of calls will be changed to the Name of the logged-in user. This can be used in combination with the setting "User account for free-seating".

Playback only within time limit: This is a custom feature to allow access only to calls that were made within a certain time span. The user is limited to access to calls that are not 30 minutes older than the latest call, and that are after the latest login. Consider using the option "Recordings not older than" instead.

Store on demand: Switches "Store on demand" to either on or off for calls with the specified telephones. When "Store on demand" is on, no calls will be stored, except those that are marked to be stored using a dial code action (See: VoIP settings) or using Apresa Client. If this option is not specified here at the user level, the default setting specified in the Recording settings is used.

Permissions: These are personal permissions, in addition to the 'inherited' permission that the user has, because of group membership. It is recommended to use personal permissions only in exceptional situations. See Defining groups and permissions.

Recordings not older than ... minutes: If filled in, this limits access by the user to only recordings that are not older than the specified number of minutes. So if 60 is filled in, the user will see only recordings that were made in the last hour, and not any earlier recordings.

Managed telephones: This is relevant for users that have a non-global "Edit user account" permission. The managed telephones setting specifies which phone number this manager may add to user accounts. The use of wildcards is supported: * (matches digits or text of any length), and ? (matches a single digit or character). For example, if 15? is specified, this means the manager may add the phones 150, or 151 (etc.) to user accounts, but not 160. This prevents a manager from giving himself access to calls that he should not have access to.

Web Client: Display settings for the web client can be changed here for users that have the web client permission. The last option in this menu hides these settings on the web client page itself, so that users are prevented from changing the settings there.

Calculated properties

Inherited permissions: These permissions are given to the user because of group membership. This permission list cannot be edited directly on this page. To edit these permission, edit the mentioned group.

To view a list of all calculated permissions for a specific user, select that user in the user list, and click the Permissions button.

Legacy properties

Manager: The manager is the user that created this account as a sub-account. This can be useful in a multi-tenant situation. The manager is not a full administrator, but has the "Manage user sub-accounts" permission.