The Current Users tab in Capex Plan gives administrators powerful tools to view, manage, and maintain user accounts across the organization. In this article, you’ll learn how to navigate this tab, understand user roles, and use essential user management functions.
Accessing the User Management Section
- From the Main Menu, select User Management.
- You’ll be taken to the main hub for managing user accounts.
You’ll find four tabs:
- My Account
- Current Users
- Create New User
- Transfer User Data
This guide focuses on the Current Users tab.
My Account Tab (Quick Overview)
The My Account tab displays your personal profile in the system. It includes:
- Contact details
- Password management
- Assigned Direct Manager
- Account Administrator (if assigned)
This section is for viewing and managing your own information, not others.
Understanding the Current Users Tab
This tab provides a comprehensive list of all users in the system, including key information:
What is an “Entity”?
An entity represents where the user is positioned in your company’s organizational structure, such as:
- Sales Department
- Engineering Division
- Regional Office (e.g., North America)
Users can belong to multiple entities depending on their role.
Transferring User Data
When an employee leaves the company or changes roles, you can transfer their:
- System permissions
- Historical data
- Assigned workflows
Example:
If a Project Manager resigns, transfer their permissions and assignments to their replacement to ensure continuity.
Note: You can only transfer data to users with equal or higher access levels.
Understanding User Roles
Users may be assigned special designations:
Selecting the Observer checkbox limits a user’s role to observer, regardless of their role in approval policies.
| Role | Description |
| Super User | Has full administrative rights and access to all settings. |
| Observer | Can view and comment but cannot approve/reject requests. |
Using Permission Profiles
Assign predefined permission profiles to streamline access control:
- Profiles bundle common permissions for specific roles (e.g., Sales Manager Profile).
- Saves time and ensures consistency.
We’ll cover how to create and manage profiles in a future article.
User Action Buttons
Each user row includes several key action buttons to help manage user accounts efficiently:
Edit User
Modify a user’s personal or professional information, such as:
- Contact details
- Job title
- Department
Use this when someone’s role or contact information changes.
Transfer User
Transfer all responsibilities, system permissions, and historical data to another user.
This is useful when an employee leaves or changes roles.
Note: This action is irreversible. Once the data is transferred, it cannot be undone.
Reset Password
Send a password reset link to the user.
Commonly used when a user forgets their password or for routine security updates.
Login as User
Allows a Super User to temporarily access the system as another user.
This helps troubleshoot issues or verify permissions from the user’s perspective.
Delete
Permanently removes a user and all associated data from the system.
Caution: This action is permanent and cannot be reversed. Use only when absolutely necessary.
