This manual gathers all the necessary information for administrators to properly manage users: creating and linking users, enabling or disabling access, editing user settings, viewing relevant information, and facilitating the initial activation of accounts.
Access to the module
If you have the appropriate permissions, to access the module, go toConfiguration(⚙️ in the upper right corner) >Users and Profiles.
From this view you can perform all actions related to user management: create them, edit them, activate/deactivate access, apply filters, view columns and more.
The users view is organized into the following tabs:
- All:shows all users in the system.
- Active:users with access enabled to the platform.
- Deactivated:users whose access has been deactivated.
- Blocked:users who, although active, cannot log in due to multiple failed login attempts
Visible columns
By default, the view shows the following columns:
- Name
- Collaborator
- Document number
- Profile
- Creation date
- Most recent session date
- User status
- Date status
In addition, you can customize your view and add other optional columns from thecolumn selectorlocated in the upper right corner.
Among the columns you can enable are:
- Is supervisor?Indicates whether the user has the supervisor role.
- Is legal representative?Indicates whether the user is marked as legal representative.
- Activation date:Corresponds to the last time the user's status was changed toActive
User creation
The first thing is to understand the difference between auserand acollaborator. In Buk, auseris the person who can log in to the platform and has the access credentials. On the other hand, acollaboratoris the entity associated with the work and has a collaborator record.
Although they can be linked, this is not always the case: a user may not have an associated collaborator,and a collaborator may not have a user created to access the platform. This usually happens when a collaborator is registered but a user is not created for them.
Below, we show you the different ways to create users:
There are four ways to create users in Buk:
1. During the creation of the collaborator
When creating a new collaborator record, you can check the box“Create User (Normal Profile)”below the corporate email field to generate the user automatically.
Notes:
Some users may have permission to edit or create collaborators but not users. To manage this behavior, you can modify the general parameter: "Permitir a usuarios con permiso de edición de Colaboradores administrar usuarios". If you turn it off, they will not see the Create Users checkbox. This applies to creation via option 2 (from the collaborator record) and 3 (during collaborator creation).
The email used to access the platform will always be the one entered in the fieldEmail Corporativo, not the one entered in Email Personal.
2. From the Users and Profiles module
Once inside the module, click onCreate Users. You will be able to create users in the following ways:
- Individual: select a profile and link the user to an existing collaborator (only collaborators without a user and with a registered email will be shown).
- By groups: select a profile and mark the collaborators for whom you want to create users in bulk.
- Normal for all: users with the Normal profile will be created automatically for all collaborators who do not have a user and have a registered email.
If you select“Individually”, the following window will open where you must select the user's profile. You can link the user to an existing employee on the platform or to an external person:
Only employees who do not yet have a user and have a registered corporate email will appear in the employee list.
If you select“By groups”,a window will be enabled for you to choose the profile and a table indicating the users; you select and then click on“Create users”this way you can group them and create a user for them with the profile you require.
If you select“Normal for all”, users will be created automatically withNormal Profilefor all workers who do not have a user on the platform and who have a registered corporate email:
3. From the collaborator record
Go toWorker Record > General Information > Userand click the person icon with the “+” symbol.
4. From an Onboarding workflow
⚠️ To use this alternative, you must be subscribed to the Workflows module.
When configuring an Onboarding Workflow, you can check the box:
"Configure the automatic creation of the user in the Buk platform for the hired collaborator. An email will be sent to the new collaborator with their access to the Buk portal once their record is created."
Can I create a user with an email used previously?
Yes, Buk allows secure creation of users using email addresses that have been used previously, provided that the previous userhas been deactivated and does not have an active record.
Note:This does not apply to option 4: creation via Workflows.
Account activation by the collaborator
Once the user is created, an email will be automatically sent to their registered address with the subject:“Activate your user in Buk”.
Instructions for the collaborator:
-
Check your inbox, spam, or trash.
-
Click on “Activate account” within the email.
-
Set and confirm a new password.
-
Access Buk with your corporate email and the newly created password.
⚠️ If you do not find the email, check that the email field was entered correctly and check your spam or junk folder. If after a few minutes you still do not receive the email, contact the Human Resources team or the corresponding administrator.
Editing users
To edit a user's configuration, find the desired user in the list and click thepencilicon or on thethree dotsat the end of the row.
You can also click on“User details”to view their complete information.
From this view you can:
- Assign or modify theuser profile.
- View theirname and email.
- Limit areas and rolesthat they can view. For more detail, you can review the articleHow do area and position limits work?
- Limit access by data sets: by activating this option, the user will only be visible to other users without dataset limitations or who are assigned to one of the same selected datasets. For more detail, you can review the articleHow do Data Sets work?
🔎Note:Editing the collaborator's data (such as position, area, or personal information) is done directly from their record, not from this view.
Activation/Deactivation of Users
In theActiveandDeactivatedtabs you can select one or multiple users by checking theselection checkbox that appears on the leftof each row. Then, click in the upper right corner to perform the action.
- From theActivetab you candeactivateusers.
- From theDeactivatedtab you canactivateusers.
Each time you perform one of these actions, aconfirmation modalwill appear, where you can review the selected users before applying the changes.
⚠️ Blocked users cannot be unlocked in bulk. For this, you must go to the "Blocked" tab and select the option"Reset password"to allow another access attempt.
Ideally there should always be at least one active user with the administrator profile on the platform.
If you decide to deactivate the last administrator, the supervisor will receive an email and you will see an alert within the application reminding you to contact support to continue.
To avoid this, we recommend assigning another administrator first before deactivating the current one.
Blocked users
Blocked users are those whose account was temporarily disabled due to multiple failed login attempts. That is, they cannot access the platform until they restore their access.
To manage them, go to the“Blocked”tab within theUsers and Profiles.
Options available as an administrator:
- Edit: Click the pencil icon to modify the user's configuration.
- Delete: Use the trash can icon to delete the user if it is no longer appropriate to keep them active.
- Reset password: By clicking this button, an email will be automatically sent to the user with a link to set a new password and thus unlock themselves.
In addition, users can unlock themselves by requesting password recovery from the login screen, using one of these alternatives:
- Option"Forgot your password?", which will send them a recovery email.
- Option toreset via SMS, if the account is associated with a mobile number.
- Following the steps in the automatic password reset email that is sent when a user is locked out.
- Waiting 24 hours from the lockout, users are automatically unlocked after this period.
We also have help articles:How to reset my password? and Problems accessing Buk?to guide you through these processes.
🤖 This article was translated using artificial intelligence. View original article.