Auditing User Accounts and Security Roles

You can edit a user's account information through the Users and Security utility in Faculty Success.

For instructions on adding or changing a user's activity entries, see Manage Data.

➤ To edit the details of a user’s account:

  1. In Faculty Success, select Users and Security in the Navigation Bar.
  2. Search for the user or find the user in the list at the bottom of the page.
  3. Then select the pencil (edit) icon to the left of the user’s name to open the Edit User page for that user.

    The pencil (edit) icon in the list of user accounts.

  4. In the Edit User page, make the changes to this user's account information.
  5. Review your changes and select Save to save them and return to the Users and Security page.

Important: Updating a user's first name, middle name, last name, or email address will update the respective fields on the user's Personal and Contact Information record. You can update a user's college(s) and department(s) after the initial account creation by editing the user's current Yearly Data record.

Changing a User's Authentication Method

If you have implemented a method of Advanced Authentication – Shibboleth, Portal, or LDAP Authentication – you are able to choose between it and the default Faculty Success login method, Local Authentication. The next time the user logs in to Faculty Success, they will have to use the newly selected method to log in. See the articles in Advanced Authentication for more information.

Warning: You can change the authentication method for Faculty Success for any user account at any time, except for users in the University Administrator or College Administrator security roles. This is to prevent these users from locking themselves out of Faculty Success. To change the authentication method for users in the University Administrator or College Administrator security roles, submit a General work request.

➤ To change a user's authentication method:

  1. In Faculty Success, select Users and Security in the Navigation Bar.
  2. Search for the user or find the user in the list at the bottom of the page.
  3. Then select the pencil (edit) icon to the left of the user’s name to open the Edit User page for that user.

    The pencil (edit) icon in the list of user accounts.

  4. In the user details box, select the new authentication method from the Authentication drop-down list.

    The Edit User page with the Authentication list showing two choices.

  5. Review your change and select the Save button.

Sending Password Reminders to Users

Your users may from time to time forget their passwords and need to reset them. If you are using Faculty Success default Local Authentication, you can have Faculty Success send a reset link to the email address associated with the account.

Note: Faculty Success cannot send the reset link to users whose authentication method is Shibboleth, Portal, or LDAP Authentication. In these cases, have the user contact your campus's IT support staff.

➤ To provide a user with a link to reset their password:

  1. In Faculty Success, select Users and Security in the Navigation Bar.
  2. Search for the user or find the user in the list at the bottom of the page.
  3. Then select the pencil (edit) icon to the left of the user’s name to open the Edit User page for that user.

    The pencil (edit) icon in the list of user accounts.

  4. In the Edit User page, select Reset Password.
  5. Faculty Success will send a link to reset the password to the email address associated with the account.

Note: Users can request their own passwords by clicking Reset Your Password in the "Need Help?" section of the login page. Users whose authentication method is Shibboleth, Portal, or LDAP Authentication do not have the option to request their passwords, as Faculty Success does not maintain these. In these cases, have the user contact your campus' IT support staff.

Changing a User's Security Roles

Administrators can add or remove security roles from any user account within the scope of their role. For example, a Unit Administrator could add a new security role to an instructor in their unit, but could not change the security roles for a user in another unit. The security roles that an Administrator may assign to his or her users depend on that Administrator's own security role assignment. For example, a department-level Administrator cannot modify a user's college-level security role assignments, but can assign that user department-level security for his or her department. Note that the University Administrator can add or remove roles from any user.

Note: If your own security role is defined at the College or Department scope, whether a user falls within the scope of your role depends on the college and department values in that user's most recent Yearly Data record.

If no current role will grant the right permissions to a set of users, you can submit a request to add a new security role. For more information, see Overview of Security Roles.

➤ To add or remove a security role from a user:

  1. In Faculty Success, select Users and Security in the Navigation Bar.
  2. Search for the user or find the user in the list at the bottom of the page.
  3. Then select the pencil (edit) icon to the left of the user's name to open the Edit User page for that user.

    The pencil (edit) icon in the list of user accounts.

  4. In the Edit User page, scroll to the Choose the security roles for this user section.

    The list of security roles in the Edit User page.

  5. Add or remove the security roles from this user account.
    1. Add a security role by selecting the role's checkbox.
      1. If the checkbox is dimmed and unavailable, you will have to submit a General work request to add the user to that security role. For more information, see Submitting work requests
    2. Remove a security role from a user account by selecting the checkbox to clear it.
      1. To add or remove a role within a role group, select the plus sign ( ) next to the group name to expand the group's list of roles. Then select or clear the role checkbox.

        Warning: An account has all of the permissions of every one of its security roles. Adding "more restrictive" security roles does not remove permissions from an account.

  6. Select Details next to a security role or role group to open a pop-up window showing the permissions it will grant to the user.

    Details of the College security role.

  7. Review your changes and select Save to save them and return to the Users and Security page.

Note: Making changes to users' security at the college and department level will not affect their college and department assignments.

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