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Version: 3.0

User Management

Users are individuals who can log in to the Steedos system and access data. Each user is associated with a specific account. As an administrator, you are responsible for creating new users, modifying user information, resetting passwords, and managing the activation status of accounts.

1. User Concepts​

In Steedos, a User represents the account of a natural person. To maintain the integrity of historical data (such as records previously created or approved by an employee), we generally do not delete users when they leave the company. Instead, we deactivate them.

  • Active Users: Occupy a system license and can log in.
  • Deactivated Users: Do not occupy a license and cannot log in, but their historical footprints (records, approvals, logs) remain intact for auditing.

2. Creating New Users​

Administrators can manually add new users through the setup interface.

Step-by-Step Instructions​

  1. Click the App Launcher (nine-dot icon) in the top-left corner and enter the Settings app.
  2. In the left sidebar, navigate to Organization > Users.
  3. Click the New button in the top-right corner.
  4. Fill in the user's basic information (see the Core Fields table below).
  5. Click Save.

Core Field Descriptions​

When creating or editing a user, the following fields are critical:

Field NameRequiredDescription
NameYesThe user's real name, displayed throughout the system (e.g., in approval logs and record owner fields).
UsernameYesThe unique identifier for login. We recommend using an email address or employee ID. It must be unique across the entire system.
EmailNoUsed for system notifications such as approval alerts and password reset links.
MobileNoUsed for SMS notifications or Multi-Factor Authentication (MFA).
ProfileYesCritical Field. Determines the user's base permissions (e.g., System Admin, Standard User). Usually set to user by default.
ActiveYesWhen checked, the user is activated and can log in. When unchecked, the account is frozen/deactivated.
Primary DepartmentNoThe main department the user belongs to, used for displaying the organizational hierarchy.

Note: If your system is integrated with LDAP/AD, WeCom (Work WeChat), or DingTalk, users are typically synchronized automatically, and manual creation is not required.

3. Maintenance and Updates​

Modifying User Information​

When an employee’s role changes or personal details are updated, administrators can edit the user record:

  1. Click the user's Name in the user list.
  2. Click the Edit button.
  3. Update the necessary information (e.g., change department or mobile number) and save.

Resetting Passwords​

If a user forgets their password, an administrator can manually reset it:

  1. Navigate to the user's detail page.
  2. Click the Reset Password button in the top-right corner.
  3. Enter and confirm the new password. The user will use this new password for their next login.

4. Deactivating Users​

When an employee leaves the company or no longer requires access, administrators must deactivate the account.

Why Deactivate instead of Delete?​

Steedos records have complex relational dependencies. For instance, a user might be the "Owner" of a historical contract or have "Approved" a specific workflow step.

  • Deleting a User: Causes data inconsistency, breaks reports, and makes historical records untraceable.
  • Deactivating a User: Prevents login while preserving all historical data and audit trails.

How to Deactivate​

  1. Find the user in the list and click Edit.
  2. Uncheck the "Active" checkbox.
  3. Click Save.

Post-Deactivation Effects:

  • The user is immediately blocked from logging in.
  • The user’s License is released for use by another person.
  • All historical data created by the user is retained for reference.

5. Frequently Asked Questions (FAQ)​

Q: A user reports they can't log in and see a "Account Locked" message. A: This usually happens after too many failed password attempts. An administrator can unlock the account or reset the password from the user's detail page.

Q: I get a "Username already exists" error when creating a new user. A: Usernames must be unique system-wide. Try adding a suffix or using the corporate email address as the username.

Q: How do I import users in bulk? A: Please refer to the Data Management > Data Import section to learn how to use Excel/CSV templates for batch imports.

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