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Manage Users and Access Evo Members FAQs for Access button in PeopleXD

Manage Users and Access Evo Members FAQs for Access button in PeopleXD

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Written by Charlotte Alderson

Updated over 3 weeks ago

📌Note: The following information is only related to clients using Access Button inside PeopleXD. If you use PeopleXD in Access Evo, read the relevant article.

Check out the most common queries in related to PeopleXD Evo and Access Evo:

Question	Answer
Who can see Access Evo Members?	This depends on your Access Evo configuration. Members can be set up to be: Available to all users. Available to Access Evo organisation Administrator users only.
Who are my Access Evo Administrators?	Any user with access to Access Evo Members can look this up. Click the Members icon. The screen defaults to show all active users. In the Search box at the top right of the screen, click the Filter icon. Update Organisation Role to Only Show Administrators. The filter applies automatically.
How do I set up an Access Evo Administrator?	An Access Evo administrator can do this in Access Evo. Click the Members icon. Search for the user. Click the three-dot menu for the user then click Manage Roles. The Organisation Role will be set to User. Update this to Administrator. Click Save.
How do I remove access for an existing Access Evo Administrator?	A Access Evo administrator can do this in Access Evo. Click the Members icon. Search for the user. Click the three-dot menu for the user then click Manage Roles. Set the Organisation Role to User. Click Save. Note: You can do this for as many users as you require to have administrator rights. You can do this step before or after the integration has been set up.
Who can update Access Evo Members settings?	Any user with the Access Evo organisation Administrator role. The following settings can be managed. Please note our recommendation for these settings when the PeopleXD integration is active. However, this is a decision for your organisation and depend on your own use of Access Evo. Show Members for users who are not Administrators: When this is on, all regular users of Access Evo will see the Members icon, and will be able to look up all Active, Added and Inactive users. Access to members is all or nothing, for example, if you have it, you cannot further restrict this to only show certain users or data items. Our recommendation is to turn this off when the integration is active. Show relationships in Members: When this is on, Members will show you who an employee reports to in the form of an org chart. This is based on the reports to email synced from PeopleXD. Our recommendation is to turn this off All users to edit their names: Users can change their own name. Our recommendation is that this is off. Name changes should be made in PeopleXD only. Hide email address from Members: Hides the users’ email address. All users to hide their email address in Members: Allows users to specify if they want to hide their email address. To update these settings: Click your account name at the top right of the screen. Select Organisation Settings. Select General. Select Members Options on the left-hand menu. Update options as required. Click Save.
Who can create or update Access Evo Members?	Any user with the Access Evo organisation Administrator role. However, when the data is synced from PeopleXD for employees, Administrators need to take care to avoid the following actions: Create user. Updating synced data fields such as changing name or updating tags like Department, Job Title, Location. Changing user account type. Making a user inactive.
How do I turn off Access Evo Members for regular users?	A Access Evo administrator can do this in Access Evo. Click your account name at the top right of the screen. Select Organisation Settings. Select General. Select Members Options on the left-hand menu. Turn OFF the setting Show Members for users who are not Administrators. Click Save at the top right of the screen.
Can I update users directly on Access Evo?	Employee: Role Assignments for other Products. Tags, excluding those that are synced from PeopleXD such as not Department, Job Title or Locations. Non-Employee: No restrictions.
How do I set up non-employee users on Access Evo?	A non-employee user is any user that needs to login to Access Evo to access any of your Access Evo applications. The assumption is that if they are not employees, they will not be set up on PeopleXD and therefore not synced to Access Evo Members. The Access Evo Administrators can still create users directly on Access Evo for these scenarios. There is no change to how you currently manage this i.e. create the user, send an invitation email, assign their role to the products they require, deactivate the user when they no longer require access.
Can I update the Tags that are synced from PeopleXD?	The following Tags are synced from PeopleXD: Department Job Title Location You must not edit the value for any of these tags directly in Access Evo. If a Tag is not synced from PeopleXD, you can continue to manage this directly in Access Evo i.e. add new values, update values, assign to Members etc. Updating Synced Tags: If you need to edit the value of one of the Tags, you need to do this in PeopleXD - this will in turn update the employee record and trigger an update to Access Access Evo, for example, if you were to fix a spelling error for a Department Adding New Values for Synced Tags: The new value must be added in PeopleXD e.g. a new Department, Location, or Job Title. When that is associated with an employee record, it will be synced to Access Evo as a new value for the existing System Tag.
Does the known as field sync?	The sync does typically pull across the forename field, but if there’s a value in the ‘Known As’ field, then that’s what will sync across to Access Evo instead.
Does the sync from PXD to Access Evo overwrite the existing ‘Roles’ in Access Evo (e.g. Admin roles etc) as linked by email. Also, what happens when a user hasn’t already been allocated a role?	Correct, Product roles and the Access Evo Admin role for existing users will not be overwritten. For new Members, they will automatically be assigned the user role for Access Evo. And the PXD user role will be auto assigned.
If we add someone to Access Evo directly, then later add that person to PXD, will the accounts automatically link up?	Ongoing new users added through PeopleXD will always be created in Access Evo as username accounts. To ensure that an account first added in Access Evo directly links up correctly to a new account added in PeopleXD, you should ensure that the account in Access Evo is correctly configured as a username account and that their username matches their personnel number in PeopleXD. If the user is setup as an email account in Access Evo, you should switch them to a username account.

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