Welcome > Administration > Manage resources > Create an external user

Create an external user

Add an external user to your system using the TotalAgility Workspace. Once you create external users, you can assign them as a member of floating roles, thus assigning work to them. The external users can log on to TotalAgility using their email address as the user name.

External users have limited access to the TotalAgility Workspace and can only access their own work queue. External users can only view, retrieve, and complete the activities listed in their work queue.

External users have no access to other TotalAgility applications nor are they listed under the Resources category.

  1. On the Administration menu, click Manage Resources.

    The Resources page appears.

  2. Click Create and click External User .

    The Resources - Modify External Resource page appears.

  3. Click the External Resource tab and configure the following settings.

    Setting

    Description

    Category

    Select a category for the user.

    Note By default, new resources are assigned to the Default Category

    Email Address

    Enter the email address for the external user.

    Name

    Enter a name for the external user.

    Password and Confirm Password

    Enter the password for the external user and retype the password for confirmation.

    Phone Number

    Enter the phone number of the user. A phone number cannot be more than 30 characters.

    Start Date and End Date

    Specify the date range when the external user is available.

    Note Only an active user can access the TotalAgility applications. Once the user moves out of the defined date range, access permissions are automatically denied.

    Persona Settings

    Select a persona to associate with the resource. When the resource logs in, the associated landing page opens.

    Note Persona is optional and only one persona can be associated with a resource. See Managing Persona in Kofax TotalAgility help.

  4. Click the Account Settings tab to configure the security settings for a resource account. You can lock or unlock resource's account to deny or grant access to the system. Additionally, prompt the resource to change the password on next logon.
    1. Select the Account Locked check box to lock the account as needed.
    2. Select the Change Password on Next Logon to prompt the resource to change the password on next logon.
  5. Click Save.

Assign an external resource to an activity

Once the external resource has been added, select this resource as a floating role member to assign work.

  1. Select the activity in the Work Queue and click View Job .
  2. Click Resources.

    The Edit Floating Role Resources pop-up appears.

  3. Click Edit to modify the floating role resources.
  4. Click External Users.
  5. Drag the external users from the Available Resources list to the Selected Resources list.
  6. Click Update.