See if you have room to add new users.

Find out how to check your License Summary in the User Management System via the following video.

Onboard a new user with a short tour of the most important actions.

Choose one of the following videos based on the type of user.

Quick Start for Restricted Users

Restricted users are usually external users, vendors, partners who submit and track their requests.

Quick Start for Standard Users

Standard users are typically internal users who participate in the workflow process.

Sometimes when adding a new user, you might find that it already exists in the system.

User Already Added

Look for the user in the Add Existing Users section.

Add Existing Users

To add an existing user:

  1. Login as Admin and click on the Admin icon.
  2. Click on the User Accounts link.
  3. Click on the Add User button.
  4. Click on the Add Existing Users link in the upper right.
  5. Click on the existing user you would like to add and select any user groups to which you want to add the user. To select multiple groups, hold down the Ctrl button on your keyboard while selecting the groups.
  6. Click on the Add button.
  7. Click OK to confirm.

Add Existing Users List

More information can be found in the User Accounts section of the Online Help Guide.

Streamline what your end users see in Tracker.

What end users see when they first login to Tracker can help keep them focused on what's important. These tips will help you guide them to do their part in your process as effectively as possible.

Display Only 1 Home Page Report

Up to 3 reports can be displayed on the Home Page. However, customers or other external users using the system to submit requests or perform a specific action can benefit from seeing a single report that shows only what needs their attention.

One Report

You can still give them access to additional reports. The users can click on the name of the report to see all of the reports you've made available to them.

Report List

Minimize the Columns

It's also useful to keep the number of columns to a reasonable number such as 5 or 6. To see the full details of a request, the user can click on the View icon next to the request. This blog post explains how to set the fields displayed in a report.

Show the First Few Results

Just show the first 10 records to keep the view uncluttered. Having good sort options will ensure the most important items are displayed at the top.

To set the Maximum Records Per Page option:

  1. Login as Admin and click on the Admin icon.
  2. Click on the User Preferences link.
  3. Select the user type and click Continue.
  4. Set the Maximum Records per page option and click on the "Update & Push to Selected User Groups" button to apply the change to the users.
  5. Select a user group. To select multiple groups, hold down the Ctrl button on your keyboard as you select the groups.
  6. Uncheck the options that should not be changed, then click OK.

Maximum Records Per Page

To set the sort options in a report:

  1. Login and click on the Search icon.
  2. In the Saved Queries pulldown at the top, select the report you wish to modify, then click on the Edit button to the right.
  3. Scroll down to the bottom to set the Sort options.
  4. Click OK to save the changes.

Sort Options

More tips for optimizing the end user experience can be found in this post.

Choose date and time and other options applied to notifications sent to unregistered users.

Unregistered User Options

The date and time options are applied to date information in the email content sent to these users.

User Groups determines which pieces of the email content will be included.

There's also an option to select whether these users will be notified when adding a request and/or actions performed later in the workflow.

This Knowledge Base Article explains how to configure these options.