For a SwiftEASe account, an administrator needs to create users so that these users can be assigned a SAFe® role and allocated to various work boards. Once the administrator creates users and assigns a primary role, they get an invite to access the application, after which the user can start working on the board.
According to the role assigned to a user, it provides or restricts access to application modules.

In this topic, you will get to know how to:

Once you create users, assign them a role and build a team, the next step would be to create an ART. To know how to define an ART, see this topic.

Creating User

To create users for the application, perform the following steps:

1. Open the list of people page by clicking the    icon on the toolbar, then navigate to People menu link on the toolbar.
2. On the list of People page, click the create icon on the side toolbar.
3. Enter the following details:

  • First Name and Last Name of the user
  • Login Id: Enter the login Id of the user that will be used to log into the application.
  • Email Id: Enter the email Id of the user where the registration notification mail is sent. This email Id has instructions to change the default password for the account.
  • Primary Role: Select the required role from the list for the user. It determines the user’s privileges to access modules in the application. To know more about roles, see the Roles section.
  • Board: Select the board name to which you would like to assign the user.
  • Board Role: Select the role you would like to assign the user to the selected board.
  • Team: Select the team to which you want to assign the new user.
  • Time Zone: Set the time to match the Time Zone of the user.

4. Click Save to submit the details.

5. Click the +Add button to add more rows.

Note: For the creation of fewer than 10 users, Id creation status notification messages are displayed in the UI itself. When you add more than 10 users in one go, you will get a notification email indicating the user creation status in your registered email Id. The notification email provides tabulated data for both successfully created user ids and failed instances with the error messages for their failure.

Editing User Profile

Once you have entered the necessary information to create a user, you can edit the user’s profile to add other details such as contact information, personal details, and so on.

You can also provide an alternate Email Id, so that the user can choose to receive board notifications to the alternate email Id, preventing clogging of the primary mailbox registered to log on to SwiftEASe.

To edit the user details:
Navigate to People menu link on the toolbar. This page lists the users created in the application.
Under the People tab, select the user row in the list of people and click Edit on the toolbar.
Note: If you are changing the role of an ‘Admin’ user, ensure that at least one user in the application has the ‘Admin’ role.

Other than editing user details, on the list of people page, you can:
• View user profile by selecting a row and double-clicking a user row to view the profile.
• Generate password for a user by selecting a row and clicking on the Generate Password icon on the toolbar. You can generate a password if the user cannot set/reset the password for some reason.
• Filter users based on user attributes. Click the Filter icon and in the empty filter boxes above any column, type the text to be searched, and select the values in the filter lists.
• Sort Users based on any column name by clicking the column label.
• Delete Users by selecting the required user and clicking the Delete button on the toolbar.
Deleting Users
Once a user leaves the organization, delete the user to close the SwiftEASe account.

Note: When deleting a user with the ‘Admin’ role, ensure that there is at least one user in the application with an ‘Admin’ role.
Note: When you delete a user, who is assigned to another board, you will see an alert message. Click OK. You should un-assign the user from other boards (see Deleting a Team Member section to un-assign a user) and then delete the user account from the people list as instructed below.

To delete a user account:

1. Open the list of people page by clicking the icon, then navigate to People menu link on the toolbar.
2. Navigate to the List of People page by clicking the People menu link on the toolbar.
3. On the People tab, click the required user row and then click the Delete button on the toolbar.
4. Click Yes in the confirmation window to continue.
5. On successful deletion, click OK in the information window.

If you are trying to delete a user who is assigned to some board, you will see an alert message. Click OK. You will have to delete the user from boards and then delete the user account from the People list.

Assigning a Location

1. Open the list of People page by clicking the  icon on the toolbar, then click People in the menu
2. Click the Assign Location  icon from the side toolbar.

3. Enter a location in the search bar. It will show the list of people already assigned to that location.
4. Select the users from the Location list by clicking their profile.
5. You can further refine the available users based on First Name, Last Name, Role, Login Id and Email Address by clicking the Filter icon.
6. Alternatively, You can switch to list view by clicking the Switch to the List View   icon.
7. Click Assign to assign the location to the selected users.
Note:
1. If you select a user who is already assigned to a location, the user’s location will be updated based on the current selection.
2. The location can also be changed from the profile settings page. To know more click here.

In the Members at Location pane, click  the  icon to remove that user from the location.

Watch this video to understand it better.

Understanding SAFe® Roles

In SwiftEASe, there are two types of roles for accessing features, these are:
Primary Role: Role primarily provided for a user when he/she is registered in SwiftEASe to access the application.
Board Role: Role provided for a team member to access the features when assigned to a board.
Note: A user cannot be assigned multiple Primary or Board roles.

Following are the roles that you can assign to a user:

  • The ‘Admin’ role allows users to access to perform administrative tasks for the organization and boards.
    As an administrator, the user can access the ‘People’ menu to create users in the enterprise and change roles or other details of a user. Users can open all boards created in the application by users. Once a user opens the board, he/she can view and edit the board details. Users can invite a team member and delete a team member to set up a team. They can export and import cards from the List view. However, they cannot contribute to the work Board unless invited to the board. Users can create Board Templates and save existing Boards as templates.
  • The ‘Manager’ role allows users to create a Board in an enterprise, edit board details. 
    As a manager of a board, users can perform managerial tasks such as inviting team members to a board and change a team member’s role, maintaining backlog, adding/modifying/deleting cards, export and import cards, add and schedule releases and sprints, and modify processes using Board Editor.
  • The ‘Member’ role allows users to access the boards to which a user is invited, and the People menu to view users in the enterprise.
    A team member can work with cards on the work Board such as add cards, pull, and move cards, block cards, delete cards, change card type for cards, delete cards, etc. However, team members cannot modify the process.
  • The ‘Reader’ role allows users a read-only access to the Work Board.
    Users cannot work with cards on the Work Board such as add and move cards, block cards, archive, and move cards to the backlog, add To-Dos, and add and reply to comments. Users can view cards on the board, apply board filter, expand/collapse lanes and cards, view comments, view activity log for the cards and the board, maximize the screen, and refresh the board. They can export cards from the List view, but cannot import cards into SwiftEASe. Users with this role can also view user list in the People menu.

Note: When assigning a role to a team member on a board when inviting a user as a team member or changing the role of the team member:

• A user with a primary role as ‘Manager’ can be assigned a ‘Reader’ or ‘Member ‘role on a board.
• A user with a primary role as ‘Member’ can be assigned a ‘Reader’ role on a board, but not ‘Manager’ role.
• A user with a primary role as ‘Reader’ can be assigned a ‘Reader’ role only.
• A user with a primary role as ‘Admin’ can be assigned a ‘Manager’, ‘Member’, or ‘Reader’ role on a board.

Allocating SAFe® Roles

There are two ways of allocating a SAFe® Role to a user:

  • While creating a user from the OrganizationPeople page, enter the Primary Role, which is applicable at the SAFe® instance level and also the Board Role, which is applicable at the Work Board level to which you are inviting the user.  To know more about creating a user, see this section.
  • Alternatively, you can click the Organization   icon from the Board toolbar, then go to the Team page and perform the following steps:
  1.  Select the Team to which you want to allocate a role to a user, and then click the Assign Role  icon from the side toolbar.
  2. On the Assign Role page,  click a role from the Assign Roles pane.

3. Select the users who will be assigned to that role mentioned above. You can further refine the available users based on any of the filtering criteria:

A. You can also filter the list based on First Name, Last NameRoleLogin Id and Email Address by clicking the Filter  icon.

B. Alternatively, You can switch to list view, by clicking the Switch to the List View  icon. You can search by entering in any of the fields. The list box displays the matching users.

4. To save this allocation, click the Assign Role button.

Defining Teams

Define your teams by creating it, modifying its details and assigning roles to its team members.

Creating A Team

To create a team at the Enterprise level:

1. Click the Team option from the Organization menu.
2. Click the Create icon in the side toolbar. Enter the Team name.
3. Select the users from the available list. You can further refine the available users based on any of the filtering criteria:

A. You can also filter the list based on First Name, Last NameRoleLogin Id and Email Address by clicking the Filter  icon.

B. Alternatively, You can switch to list view, by clicking the Switch to the List View  icon. You can search by entering in any of the fields. The list box displays the matching users.

4. Click the Create Team button.

Changing Role of Team Member

To change the role of a team member, do the following:
1. From the List of Team Members view, double-click the role name to see options and change the role.
2. Select the new role and click Save.

From the List of Team Members view, you can also:

• View a team member’s profile by selecting a team member and clicking the View icon. Alternatively, you can just double-click the team member name to view their profile.
• Delete a team member from the board by selecting a team member and clicking the Delete icon.
• Search/Filter team members by typing any text in the empty filter boxes above that column. If you are not able to view the empty filter boxes, click the Filter icon on the side toolbar.
• Sort team members based on any column name by clicking the column label.

Deleting Team Member

When deleting a team member, the team member may have some cards assigned to the board. As work needs to be carried forward to completion, you cannot delete the team member, until these cards are reassigned.

When removing a team member from a board, you can reassign the active cards to any other team member or tag as ‘Unassigned’ to be assigned later.

This helps in easier board administration where team members need to be removed when they leave or invited to other board.

To delete a team member and reassign cards, do the following:
1. Navigate to the required board, click the Boards link from the main menu and double-click the board row in the list.
2. Click the Board name in the breadcrumb and click Team Member from the menu.
3. In the List of Team Member view, click the team member row and click the Delete icon on the side toolbar. Click Yes in the confirmation window.
• If there are no active cards assigned, the team member is deleted. Click OK in successful deletion message window.
• If there are active cards assigned to the team member, you need to reassign these cards. From the list, select the team member to whom you want to assign the cards. To reassign the cards later, select Unassigned from the list. Click OK in successful deletion message window.

Exporting Team member Listing

Using the Export feature, you can export the details of the team members available under the Team Member page to a Microsoft® Excel or CSV file format.
To export team member details:
1.Click the Team Member option from the Board menu.
2.Go to Side Toolbar and click the Export icon on the toolbar.
3.In the Export wizard, select the Export Format. By default, the Export Format is set to ‘Microsoft Excel Worksheet (.xls).
4.Enter the name of the file to which you want to export the details.
Note: You can leave this field blank and while saving the file on your system, you can enter the file name.
5.Click Submit.


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