Setup > Users

You can use the Users area to define users in Xactly Incent, assign roles, and provide Incent and Modeling access. A user is required for defining people who are to receive incentive compensation. You can add users manually or upload multiple users using a CSV (Comma Separated Value) format file.

note: To enable a user to access Xactly Modeling, you must create a user account in both Xactly Incent and Xactly Modeling. If you create a user in Xactly Modeling but not in Xactly Incent, the user will not be able to access either module since login is performed through Xactly Incent.

Screen

Users Screen

Fields

General Information

The following table describes the general information you can specify when managing users:

Field	Description
Full Name	(Required) The name of the user. The name is displayed in the upper right corner of each page.
Email	(Required) The email address for the user. The email address needs to be unique for each user and is the user name used for logging into the application.
Type of User	The type of user, such as Business Group Executive or Individual Payee, based on the role you select in the Roles section
IP Address (Incent only)	The Internet Protocol (IP) address from which users can access the application.
Temporarily Lock Account (Incent only)	Temporarily lock the user account. Users that are locked out of an account receive an error message when attempting to log in and are instructed to contact their administrator to unlock the account.
Reasons Locked (Incent only)	The reason why the account was locked.
Date Locked (Incent only)	The date and time when the account was locked.
Login Profile (Incent only)	The login profile of the user, as defined in the Setup > Customize > Login Profiles area.
Language	The default language of the user.

Xactly Incent automatically creates the following internal users for each new business:

• Xactly Support
• Xactly DELTA
• Xactly Professional Services

note: By default, these internal users do not have access to Incent enabled, nor do they count against the number of licenses used by a business.

Xactly internal users appear in the Setup > Users area, allowing administrators to enable user access to Xactly applications, as required.

Accessible Applications

The following table describes the accessible applications you can select when managing users:

Field	Description
Incent Access	Grants the user access to Xactly Incent.
Modeling Access	Grants the user access to Xactly Modeling.

Roles

The following table describes the roles you can specify when managing users:

Field	Description
Role Name	The name of the role assigned to the user.
Type of Role	The type of role, from among the following: • Business Administrator • Executive • Business Group Administrator • Business Group Executive • Manager • Individual Payee

Accessible Business Groups (Incent Only)

The following table describes the accessible business groups you can specify when managing users:

Field	Description
Business Group Name	The business groups to which the user has access. Business groups are created in the Setup > Business Groups area.

Customer Portal Access

The following table describes the customer portal access setting you can specify when managing users:

Field	Description
Customer Portal Access	Specifies whether the user has access to the Xactly Customer Support portal (when clicking the Help link). Note that the user’s role type must be Business Administrator, Business Group Administrator, or Executive. Access to the Customer Support portal is currently limited.

How to…

This section describes the tasks you can perform when managing users.

Display All Users

• Click the Setup tab, then click Users in the secondary menu. The Users screen appears.

Find Specific Users

1. Click the Setup tab, then click Users in the secondary menu. The Users screen appears.

2. Click the  button on the left to open the Find Users pane, if necessary.

3. Type either part of the full name or part of the email address for the user in the Find Users field.

note: The Find Users field does not recognize regular expressions using characters such as * or ?.

4. Click the Go button.

The search results appear as a separate tab in the results pane (with the number of users found in parentheses).

View Activated or Deactivated Users

• Select the corresponding radio button in the Narrow Results By section of the Find Users pane.

The possible options are:

• All Users—Show all users, including those activated, not activated, and deactivated.
• Activated Users—Show only activated users.
• Not Activated Users—Show only users who have not been activated (have not been granted access to Incent).
• Deactivated Users—Show only deactivated users.

The search results appear as a separate tab in the results pane (with the number of users found in parentheses).

Filter Users Based on Type

• Select the corresponding radio button in the Narrow Results By section of the Find Users pane.

The search results appear as a separate tab in the results pane (with the number of users found in parentheses).

Create an Incent User

1. Click the Setup tab, then click Users in the secondary menu. The Users screen appears.

2. Click the  button to open the New User pane.

3. In the Full Name* field, type the full name of the user. This is the name displayed in the upper right corner of each page.

4. In the Email* field, type the user’s email address. This email address needs to be unique for each user, and is the username used for logging into Xactly Incent.

5. (Incent optional) In the IP Address field, type the Internet Protocol (IP) address from which users can access the application.

note: Incent does not validate the value in the IP Address field, though if the IP address starts with 256 or greater, Incent rejects the address. For example, Incent does not allow the following IP address: 256.100.01.200.

6. (Incent optional) In the Login Profiles field, choose the login profile for the user. Login profiles are defined in the Setup > Customize > Login Profiles area.

If you do not choose a login profile, the following default profiles are assigned based on the security configuration:
• Non-SAML businesses—Xactly profile
• IdP-initiated SAML—SAML and Xactly profile
• SP-initiated SAML—SAML profile

7. (Optional) In the Language field, choose the default language of the user using the drop-down list.
The languages that appear in this list are specified using the BUSINESS_LANGUAGES_ACTIVE preference in the Setup > Preferences area.

note: You cannot change the default language for administrators or business group administrators.

8. (Incent only) Click the Accessible Applications tab to open the corresponding pane.

9. Select the Incent check box to grant the user access to Xactly Incent.

note: Selecting this check box activates the user’s application access. When you save your changes, a system-generated email is sent to the user welcoming them to Xactly Incent.

10. If your organization uses Modeling, select the Modeling check box, which grants the user access to Xactly Modeling.

note: If you do not want a user to have access to Xactly Incent or Xactly Modeling, leave the corresponding boxes unchecked. When the check box is selected and the user is saved, an email from the administrator is sent automatically to the email address with an encrypted password.

11. Click the Roles tab to open the corresponding pane.

12. Select one or more roles for the user by clicking the corresponding check boxes.

13. (Incent only) Click the Accessible Business Groups tab to open the corresponding pane.
This tab is available only in cases when you assign a role of either Business Group Executive or Business Group Administrator to the user.

14. Select one or more business groups for the user by clicking the corresponding check boxes.
You can manage business groups in the Setup > Business Groups area.

15. Click the Customer Portal Access tab to open the corresponding pane (if available).

16. Select the Customer Portal Access check box to enable access to the Xactly Customer Support portal.

17. Click the Add User button. The newly-created user appears in the Added Users tab of the results pane.

important: If the number of user licenses (with Incent access enabled) is 10 or less, a message appears in the Accessible Applications tab stating “Only x license(s) remain. Please contact your Xactly account manager for additional licenses.”

If the number of user licenses (with Incent access enabled) equals zero, the following message appears and the user is not saved: “This user can not be saved. You have exceeded your license count. Please contact your Xactly account manager.”

Note that the email address you specify cannot be changed after saving.

Upload Users

You can upload users to Xactly Incent (or Modeling). Note that you can create. modify, and delete users using the application, but only create and modify users through a CSV-format file upload.

note: Uploads cannot contain single-quotes, double-quotes, or semicolons, as these symbols cause an error in the file upload.

1. Click the  button. The Upload Users dialog appears.

Upload Users Dialog

2. Click the Click here link to download the CSV template file, which contains a list of fields you need to complete to create users.

Depending on your browser, a dialog might appear allowing you to specify where to save the file. The CSV-format file contains the following fields:

• Name*
• Email*
• (Optional) IP Address
• Assigned Roles*
• (Optional) Business Groups
• (Optional) Incent Access
• (Optional) Modeling Access
• (Optional) Customer Portal Access
• (Optional) Login Profile
• (Optional) Language

3. Add the user data to the file and save the CSV-format file.

4. In the File field, click the Browse (or equivalent) button, and select the CSV-format file that you just saved.

5. Click the Upload button to upload the file. A confirmation message appears.

6. Click the OK button.

important: If the total number of users with Incent access exceeds the number of licenses, the remaining users are uploaded with Incent Access turned off. In this case, the following message appears in the upload dialog error area:

“You have exceeded your license count. Some users may have been uploaded with Incent Access disabled. Please contact your Xactly account manager.”

Important Points When Uploading Users

Note the following when uploading users using a CSV-format file.

• Formulas and expressions are not supported in cells.
• Business groups and roles must match existing data in Xactly Incent.
• All required fields are marked with an asterisk (*).
• Select the column header to view additional information.
• All rows without errors are uploaded.
• If a user already exists, the data is modified. If the user does not exist, the new data is uploaded.
• To cancel the upload operation, click the Cancel button.

Upload Error Messages

Xactly Incent and Modeling displays an error message if the upload is unsuccessful. The following lists the most common error messages:
• User Name is empty. A Name field is missing in the upload file.
• Email is empty. An Email field is missing in the upload file.
• Business Group is empty. A Business Groups field was not completed in the upload file.
• User Role is empty. An Assigned Roles field was not completed in the upload file.

note: If you receive an error message, correct the error and upload the file again.

Download Users

You can download all users, or users listed in the search results.

Download All Users

1. Click the button (on the All Users tab in the results pane), and choose either Comma Separated Values Format (.csv) or Semicolon Separated Values Format (.txt) from the drop-down menu. A dialog appears enabling you to save the file to disk.

2. Click OK, choose a location, and click Save. The users are downloaded to the selected file.

Download Search Results

1. Click the button (on the Search tab in the results pane), and choose either Comma Separated Values Format (.csv) or Semi-colon Separated Values Format (.txt) from the drop-down menu. A dialog appears enabling you to save the file to disk.

2. Click OK, choose a location, and click Save. The users are downloaded to the selected file.

Edit an Existing User

note: You can also modify users through a CSV-format file upload.

1. Select a user from the list in the results pane. The User Information pane opens to the right.

2. Modify the fields that require changes.

note: If the Incent or Modeling check boxes are unchecked in the Accessible Applications tab, the user will be denied access the next time they attempt to log into the corresponding application. If the user needs access to Incent or Modeling, select the corresponding check box. The user is given access and an email is sent with the user’s login information.

3. Click the Update User button.
You can undo changes before saving by clicking the Undo Changes button.

Delete a User

note: You cannot delete a user who is associated with a person.

1. Select a user from the list in the results pane. The User Information pane opens to the right.

2. Click the More Actions button, and choose Delete User from the drop-down menu. A confirmation dialog appears.

3. Click the Yes button to confirm the deletion; click the No button to cancel the action.

Audit a User

1. Select a user from the list in the results pane. The User Information pane opens to the right.

2. Click the More Actions button, and choose Audit User from the drop-down menu. The Audit History window appears.

3. Click OK to dismiss the Audit History window.

Reset a User Password (Incent Only)

1. Select a user from the list in the results pane. The User Information pane opens to the right.

2. Click the More Actions button, and choose Reset Password from the drop-down menu.

Incent sends an email to the user containing a token enabling the user to reset their password.

Unlock a User (Incent Only)

1. Locate the user that is locked out. The Temporarily Lock Account check box will be selected.

You can determine which users are locked out by downloading the users to either a CSV or text file and searching the Locked column.

2. Deselect the Temporarily Lock Account check box. The user’s account is unlocked and available for use.

3. Click the Update User button.

After an account is unlocked, the New Password After Lockout preference determines whether the password needs to be reset. In addition, administrators can temporarily lock an account by manually selecting the Temporarily Lock Account check box for a user.

note: Users with the Password Policy privilege that are locked out need to contact Xactly Right Support to unlock the account.