User Management
1. Overview
In Zoho QEngine, user management plays a critical role in ensuring collaboration, security, and effective management of test automation processes. Users are individuals who work together to create, manage, and execute testing tasks, such as test cases, test suites, and test plans.
User Roles and Permissions in Zoho QEngine
Each user in Zoho QEngine is assigned a specific role that defines their access level and permissions within the platform. These roles enable seamless collaboration, ensuring that users can manage test artifacts and projects based on their responsibilities. For detailed information, see the Roles and Permissions document.
Global vs. Project-Level Role Assignment
In Zoho QEngine, roles can be assigned in two ways:
- Global Level (Portal): Administrators can assign roles across the entire platform through the Setup section, ensuring that all users have consistent access across all current and future projects.
- Project Level: Users can also assign roles within specific projects, providing flexibility and granular control over user access for individual project needs.
This flexible role assignment system allows roles to be assigned at either the global or project level, providing precise control over user permissions tailored to each project's unique requirements and ensuring proper access control for both current and future projects.
2. Navigation to Users
You can add users from the following two places:
From the setup page
- Navigate to the Setup page by clicking the {
} icon in the top-right corner of the Home page.
- Click Users.
From within a project
- Click on the required project in the Home page.
- Navigate to Users.
3. Add Users
You can assign roles to users to manage test cases and their executions either across all projects or within specific projects. To add and assign users:
- Navigate to Users from the Setup inside Home.
- Click Add Users.
- Enter the email addresses of the users you want to add.
- Assign the required roles to the users:
- Admin - Users with this role will have complete access to all projects, allowing them to perform all actions except upgrading the plan. They can manage test cases, users, roles, and other critical functions across Zoho QEngine.
- Project-Specific Roles - These roles allow users to contribute within specific projects based on their assigned responsibilities.
Note:
- To view the built-in permissions for each role, click View Profile Permission. From the drop-down menu, choose the role to view its permissions.
- Enter an invite message for the users. This is an optional step.
- Click Add.
- Once users are added, you can view their roles and project access details. By default, they will be in a Pending status until they accept the invitation to their assigned projects.
The user listing page provides an overview of their profile, the projects they have access to, and their activity status:
Active - The user has accepted the invite and now has access to their assigned projects.
Inactive - The user no longer has access to the assigned projects.
Pending - The user hasn't accepted, or has rejected, the invitation to the assigned projects.
Note: You can resend the invite to users who remain in the Pending status. When a re-invite is sent, the initial invitation will expire, and only the latest invite will be valid.
Similarly, each project will have its own listing page, displaying only the users assigned to that specific project. On the other hand, the listing page in the setup section provides a complete list of all users across the entire portal.
Additionally, you can add both existing and new users directly to a project. To do this, navigate to the Users section inside the relevant project, then follow the steps provided.
- Navigate to Users inside the required Project.
- Click Add Users.
- Enter the email addresses of the users you want to add.
- Assign the required roles to the users.
- Optionally, enter an invite message for the users.
- Click Add.
Note:
- Users can't be assigned the Admin role from within a project. To assign this role, the Super Admin or Admin must navigate to Users in Setup.
- Existing portal users added to a project don't need a new invite, while new users will receive a portal invitation and only have access to that specific project.
4. Manage Users
You can perform edit or delete actions on the users added to projects. These can be done from the Users page within Setup, as well as from individual Projects.
4.1 View User
To view the details of the added users, follow the steps below:
- Click on the required user to view their details.
- View their username, roles, and projects they have access to.
You can search for users using the search bar and filter them by their profiles or activity status
4.2 Edit User
The user's profile, activity status, and access to projects can be edited instantly from the user listing page inside setup or individual projects.
- Click the edit icon to perform changes to the desired user.
- Update the user's assigned roles and modify the projects they are involved in.
By default, the users who have accepted their invite to their portals will be active inside their respective assigned projects. But, if the Admin wishes to make them inactive, they can do so by disabling the activity toggle button.
- After making the changes, click Update.
Note:
- Users can't be assigned the Admin role from within a project. To assign this role, the super admin or admin must navigate to Users in Setup.
- Switching a user from Admin will revoke access to all projects. You can then assign roles individually for each project as needed.
4.3 Delete User
To remove a user from their associated projects, follow the steps below:
- Navigate to the users listing page within Setup or Projects.
- Hover on the required user and click Delete.
Note: You can also perform a batch delete or change the activity status of multiple users by selecting the users and clicking on delete or the respective activity buttons in the header.
5. Points to Note
- Every new user will first get an invitation to the portal. Existing users instantly get added to a new project, as they have already accepted an invite.
- Users with access to multiple portals can:
- Easily switch between portals using the drop-down menu in the top-right corner of the portal home page. They can also mark a portal as a favorite, so it load automatically upon login. If no portal is marked as favorite, the one they first gained access to will be set as the default.
- Use the Edit icon next to the portal name allows users to change the portal's name, time zone, and date format for any portal they have created.
6. Related Links
7. What's Next?
Next Steps
Previous Steps
Next Steps
Once you’ve added or managed users in Zoho QEngine, encourage collaboration by assigning them to relevant projects.
Previous Steps
Before managing users in Zoho QEngine, ensure that you have admin privileges and have configured the basic settings of your Zoho QEngine account. Familiarize yourself with the different user roles and permissions to assign appropriate access levels.