In order to succeed at Role Administration, it’s important to have a good understanding of Oomnitza’s People Module. As you move forward, it will be helpful to re-reference this section to understand how to navigate to different sections within the People Module, for Oomnitza vocabulary terms, and for other useful information.
- The People Module
The People Module
As implied, both People and Users are managed through the People Module in Oomnitza. To begin working with People in Oomnitza, Login, and select People from the main navigation bar. It’s extremely valuable to follow along in your Oomnitza account (or Oomnitza Demo Account) to get the strongest grasp on these functionalities possible.
You’ll be taken to a list of all People in your Oomnitza Instance. You should see a numbered screenshot below.
As a Role Administrator, there’s quite a bit you’ll need to do from the People module, including but certainly not limited to Administrating Roles themselves. The following section will go over the various aspects of the People module, and by the end, you should have a strong grasp on manual management of people objects in Oomnitza.
Unit/Object: A Unit or Object is the basic representation of a thing in Oomnitza. Assets, Softwares, Contracts, Locations, and of course, People are all Objects. Objects, in their entirety, are represented in a few ways.
Individual Objects are represented a few different ways in Oomnitza. They can be seen as a single row in the list view, a single block in the block view, the expanded view of an individual object, or as an API payload that contains all data on a single object.
Block and List Views: Oomnitza supports two ways to visualize the objects in a given module. This guide will focus on the List view, as seen above. The List view displays the assets in a spreadsheet-like view that includes all visible fields on each visible asset.
Blocks provide a more tangible object to view for each object, but with less information immediately available. Each block displays three fields on that object that can be customized through the people module. An example of the block can be seen below:
Both the List and Block views can be searched and filtered using the search and filter fields on the left. We’ll go over this in further detail later in this article.
Field: A field is an individual piece of information on a given object. A view of all fields for a given object can be viewed by clicking on that object in either Block or List view. Various fields of the Person Object can be seen in the screenshot below.
In the list view, you can also see each visible field for each visible object, as represented by the columns displayed.
Customization can be accessed by selecting the Customization link along the navigation bar of the People module. The customization page allows you to add and edit the fields that define People in your Oomnitza instance.
Workflow: A workflow in Oomnitza is a form of automation that allows predefined actions to occur automatically when certain criteria are met. A whole universe of different potential automations can be created through workflows, some of which will be covered in this guide.
People-centric workflows allow you to create automations related to the lifecycle of personnel. This includes actions like updating the information when a user is terminated or offboarded, changing a user’s permissions if their location is changed, and more.
For a Role Administrator, the Role field is among the most vital elements of the system to understand, right alongside People and Users. This is where you can view all Roles in your instance, edit roles, and create new roles.
4. Add / Bulk Edit / Import / Export / Delete / Archive
These functions are relatively self-explanatory, and the function of each is detailed below:
- Add: Allows you to manually add new People to the People module.
- Bulk Edit: Allows you to edit multiple People records. In list view, select the checkbox next to the records that you want to edit and then click Bulk Edit.
You can set a limit for the number of bulk edits that can be made at the
same time. See the Other settings section in Global Settings.
- Import: Allows you to import a spreadsheet (CSV or XLS) of People into Oomnitza.
- Export: Export a spreadsheet of People from Oomnitza.
- Delete: Delete the selected asset or assets.
- Archive: View a list of all deleted assets.
5. List/Block View Toggle
These icons allow you to switch between the Block and List views.
6. Search and Filter Pane
This panel allows you to search for specific people, or filter the displayed people based on any of the fields shown.
7. Field Selection
The small blue icon in the upper right brings up a list of all fields and lets you lock and reorder them to make the list view more streamlined for your current task.