Managing Users in Knova


A User is a unique configuration of properties such as the user's login name, password, and contact information, along with the assigned Roles, Expertise Profiles, Group memberships, and additional settings.

Knova applications ship with an administrator user named "admin" (with the default password being "admin" as well). The system requires this user; it cannot be deleted, and some of its properties cannot be changed. A guest user for Knova Self-Service is also created during the installation and assigned as the Self-Service anonymous user. However, this user is a regular user and can be edited just like any other.

The last login date-time of the logged-in user is tracked and displayed under Profile Data.

This article explains how you can create, edit, copy, and delete a user. Additionally, this article provides information about the general guidelines and other sections to be configured when creating a user in Knova.




Creating or Editing a User

  1. From the menu bar, navigate to Manage People > User Creator to create a new user. Or, to edit a User, find the User Profile you want to modify using the User & Group Finder feature.

  2. Enter or modify the general user information such as Password, contact details, and biographic information. Follow the general guidelines for creating a user.

  3. Enter or modify the information of the other sections.

  4. If you are creating a user, click Save to access additional User Profile details (such as notifications and subscriptions). Otherwise, click Submit to save the changes and close the window.

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Copying a User

  1. Find the User Profile you want to copy. A Profile Editor screen is displayed.

  2. From the Profile Editor, click Copy. A new Profile Editor screen is displayed.

  3. Modify the copy of the User Profile as necessary.

  4. Click Save to save the changes and continue editing.

  5. Click Submit to save the changes and close the editing screen.

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Deleting a User

  1. Find the User Profile you want to delete.

  2. From the Profile Editor screen, click Delete.

  3. On the confirmation screen, click Yes.

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General Guidelines for Creating a User

  • Usernames must be unique and cannot contain spaces. Once the user is saved, you cannot change the username.

  • Passwords are "case-sensitive" and must be at least six characters long. Passwords cannot contain spaces.

  • Email Addresses, IM addresses, and Aliases must be unique.

  • Usernames and aliases cannot contain offensive terms specified in the Content Alert Manager. Usernames cannot contain spaces. If a username or alias matches any string specified in the Content Alert Manager (regardless of the filter level), the user cannot be created, and a corresponding alert appears.

  • If you change the first or last name of an existing user, the changes are not visible in the documents until the documents have been re-saved or re-contributed.

  • The photo that you may upload is only displayed in Communities where the user is allowed to participate.

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Other Sections to Be Configured When Creating a User in Knova


User Controls

In this section, you can select a user's Expertise Profile, add a user to one or more Groups, and define a user's read controls-Access Levels and Universal Metadata. You can define or modify the user's Expertise Profile to allow collaborations to be directed to the user based on its Expertise.


External Controls

Settings in this section allow you to manage a user's account by an external system. If an external system manages the user account, select Manage Data Externally. You cannot modify the fields in the User Information tab, except for a user password. When this option is selected, you can still change the user's assigned Roles and other properties specific to the Knova System.



In this section, you can grant the user permissions to access Knova applications and perform specific functions in them. A user must be assigned at least one Role and may have several in which case the user has all the Permissions granted by each Role.


Authoring Controls

In this section, you can select the user's Authoring Controls, which restrict the documents a user can create and edit. When you assign Access Levels for which a user can author documents, there is no implied inheritance as for the Access Levels a user can see. You must explicitly assign every Access Level for which a user can author documents.

If a user is a member of a Group, all Authoring Controls assigned to the Group are also assigned to the user.


Inactive User

This is a checkbox that, if selected, will make a user inactive. Even if a user is inactive, the system retains the profile information. When a user is made inactive, the restrictions such as "unable to login to Knova applications," "cannot receive notification emails," and "cannot be assigned as a collaboration task owner" are put in place.

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