Manage users and Access Evo members FAQs

📌Note: The following information is only related to organisations using PeopleXD in Access Evo (previously Access Workspace).

Check out the most common queries in relation to PeopleXD working in Access Evo:

Question	Answer
What is Access Evo Members?	Access Evo Members is the place you go to manage your users on Access Evo. Prior to the integration with PeopleXD, if you already had other Access Products within Access Evo, this is where you would go to manage users for those Products, including: Add new users. Update their details such as Name, Tags. Manage their access to other Access Evo applications. Revoke access. When the integration is active, the Member records will be managed from PeopleXD. This means that you no longer need to manage them in Access Evo. Now you can go here to: Look up an employee record that has been synced Manage their access to other Access Evo applications. Of course, if you have instances where non-employee users need to be given access to Access Evo, this can be managed as before.
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 users with the Administrator and/or XD Admin organisation role only. Within the Migration Checklists cited at the start of this document, recommendations are given on how your organisation should carefully consider who is responsible for this role.
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 XD Admin or Administrators. The filter applies automatically.
How do I set up a Access Evo Administrator?	Users with the XD Admin or Administrator organisation role 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. Update the Organisation Role to XD Admin to grant limited access or Administrator to grant super user access. Click Save.
How do I remove access for an existing Access Evo Administrator?	Users with the XD Admin or Administrator organisation role 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 step before or after the integration has been set up.
Who can update Access Evo Members settings?	Any user with the XD Admin or Administrator role organisation 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. Allow all users to see members: When this is on, all 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. Allow all users to view hierarchy: When this is on, Members will show 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 Allow 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 users email addresses: Hides the users’ email address in Members. Allow users to hide their email address: 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. Click Organisation Settings. Click the Members Options tab. Update options as required. Click Save.
Who can create or update Access Evo Members?	XD Admins have limited access to create and update Members to ensure actions that should be completed in XD aren't available. Administrators need to take care to avoid the following actions: Add users, edit usernames, edit emails Updating synced data fields such as changing name or updating tags like Department, Job Title, Location. Changing user account type. Changing a user's status.
How do I turn off Access Evo Members for regular users?	Users with the XD Admin or Administrator organisation role 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. Employee Tags: Access Evo Administrators only - excluding those that are synced from PeopleXD such as not Department, Job Title or Locatios. 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 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.
We often login as other users in PXD UAT for testing purposes – will we still be able to do this when it is in Access Evo?	Yes, once the move to Access Evo for PeopleXD is complete, we will create a UAT Access Evo org to link to your UAT XD environment. You will still be able to logon as other users but the steps to take over an account will be different. Remove the email address from the employee record. There are two types of accounts as part of PXD Access Evo integration. An email account and a username account. On Access Evo, you cannot take over an email account without a user’s permission (through Impersonation). But you can take over a username account In PXD Security, flag the user as a username account for Access Evo. This step will allow the record to sync to Access Evo without an email address In PXD Security add the employee as an authorised user for non-Production. This will sync the user to Access Evo members. Reset Access Evo Identity Password.
If we add someone to Access Evo directly, then later add that person to PXD, will the accounts automatically link up?	Yes, we will link a Member record if you subsequently add the personnel record in PXD where the email addresses match. However, we recommend that the Member record is always created from PeopleXD if the person is being created on People Management
Where an employee is set up in PXD with a personal email how do we prevent this from being seen by other users before it is changed to a corporate email?	We advise switching off Members for all users except admins by disabling the highlighted option below called “Show Members for users who are not Administrators”.
To ensure there are no USERNAME-based Access Evo accounts, as these will link on employee reference as opposed to email. How do we check the account type on a WS record?	You can check this by completing a Members Export from Access Evo. A username account won’t have an email address, and will have a value in the Username column.
When an email address is changed and a user needs to create a new Evo password can this process be completed on mobile devices, or does it need the full desktop version?	It can be completed on a mobile device. Users will be directed to change the password on their mobile browser.
Do we need to match work email addresses for employees who are now leavers? Assuming only active employees will be pushed over?	Correct we will not sync employees that are leavers. So leavers do not need to be checked/matched.

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