Users & Roles
Flokzu is first and foremost a collaborative tool. The real value of automating processes is to get teams to coordinate their tasks without having to assign and control them manually. That’s why you should invite other users of your area, team or organization that will participate in the process. This should be done from the User Management section. From there you can define the Users and Roles of your organization.
Every person that wants to access the organization in Flokzu must be a user. You can invite as many users as you want (there is no limit). To do so, go to User Management and click “Invite Users”, where you can then enter the email address of the person you want to invite. To invite multiple users at once, simply separate the emails with a comma. The invited users will receive an invitation via email, which they’ll need to confirm in order to access the account. However, you can assign tasks and roles to users who have not yet accepted the invitation.
In the “Users” tab you will see the list of all users in your organization. You can check there which users have not yet confirmed the invitation.
The invitation will be valid for 30 days. To re-send it, simply invite the user again.
If, when creating your organization, you set up a domain, those users who have an email from that domain can request to join your organization directly (without needing to receive an invitation) through a URL similar to https://app.flokzu.com/yourURL/join.
To delete a user, click the trash icon next to their name. Once deleted, the reports will no longer contain the user name. Instead, “-User not found-” will be displayed.
If the deleted user was the only assignee of a task, it can no longer be completed. So make sure the user has completed all the tasks assigned to him/her (or reassign them to another user) before deleting it. If you re-invite a deleted user, the account will be re-activated and all tasks/roles will be restored.
Roles can be used to group users. A task can be assigned to a role, but if that role was not assigned to any user, it cannot be completed.
In Flokzu there are 3 default roles that cannot be deleted:
- All Users: This role simply groups all users in the organization, including those who haven’t confirmed the invite yet. The role is updated in real time. That is, if you add or delete a new user, it will automatically be included under this role.
- Business Analyst: Users with this role will have access to advanced functionalities such as Metrics and Reports, process configuration and User Management. This causes them to see additional sections in the Flokzu menu that normal users do not see.
- Administrator: Admin users will also have access to the full menu. Also, this role has implicit read access to any process instance created in your workspace, and permission to re-assign tasks at any time. It’s a powerful role that must be given to the right people. Users under this role are the only ones who can assign or remove Administrator or Business Analyst role to other users, edit the organization settings and modify the service plan to which the organization is subscribed.
Users which are not Business Analyst or Administrators will only have access to the Inbox, Outbox, Starred, can initiate processes and perform searches. This means that they will be able to complete tasks but won’t be able to participate in the process configuration.
In addition to these 3 default roles, it is possible to create as many roles as you want. New roles will only be used to group users, they will not grant additional permissions.
To assign a role to a user you must edit the role. Once in the desired role, type the name or email that you want to assign and click “Assign”.
Before assigning a role to a user, the user must be on the system. For that it is necessary to invite him/her. You can assign a role to a user who has not yet confirmed the invitation.
To delete a role, click the trash icon next to its name. Once deleted, the reports will no longer display the name of the role. Instead, “-Role not found-” will be displayed.
If the deleted role was the only assignee of a task, it can no longer be completed. So make sure the assigned tasks have been completed (or reassign them) before deleting it.
If you create a new role using the same name as a deleted role, the system will recognize it as a new role. Users or tasks will not be restored.