My Profile

Modified on Wed, 4 Oct, 2023 at 12:37 PM

In previous versions there was the menu item "My data", which has been replaced by the new menu item "My profile".

Each formcycle user (users authorized for the management interface) has a profile. Depending on the registration and system settings, the profile creation can happen automatically or the user will be prompted to create a profile.

Contents

Profile menu

The profile menu of the logged-in user can be accessed via the button in the upper right corner of the administration interface. If the user has stored a profile picture, the button is represented by the profile picture instead of the icon . The profile menu contains the following entries:

User information

Shows the display name of the logged-in user, the login currently in use and, if available, the user's username.

Language

The language of the logged in user can be changed here. The language determines the display of the administration interface and is stored in the user's profile. After logging in, the administration interface is displayed in the language saved in the profile.

My profile

Opens the interface to configure the profile of the logged in user. See Profile overview.

Logout

Logs the currently logged in user out of the session and redirects them to the formcycle login page.

Profile menu of a user authenticated via Microsoft Entra ID.

Profile overview

The profile overview of the logged-in user is divided into the following sections: Base data, Preferences, Emails, Connected accounts, Security and User information.

Base data

In the base data area, personal information and the user name can be changed.

Profile picture

A profile picture can be uploaded, which is visible for other users in the clients.

Personal data

Personal data of the user.

Username

An optional unique username which, as a user ID, can be used for formcycle system login.

Preferences

In the preferences section, preferences can be configured in the profile.

Default client

If a default client is selected, the user is always taken directly to the start page of the selected client after logging in. All clients to which the user is authorized are available for selection. If the user is authorized to only one client, then no default client can be selected.

Language

The language of the logged in user. The language determines how the administration interface is displayed and is stored in the user's profile. After logging in, the administration interface is displayed in the language that was saved in the profile.

Emails

In the emails section, profile emails can be configured in the profile. Here is an example profile with a primary email, another verified email and a not yet verified email.

Several email addresses can be stored in a user's profile. Each stored email address is either verified or not yet verified. Only a verified email can be used as the primary email.

All verified email addresses can be used for system login (login with password).

Verification of emails

Emails were verified by clicking on a confirmation link, which was sent by email. When adding a new email address or creating the profile, such an email is sent. A new confirmation link can be requested by clicking the button to the right of the email address. Requesting a new confirmation link will invalidate any confirmation links that have already been sent. Confirmation links are only valid for a certain period of time before they expire. An expired confirmation link cannot be used for verification. A new confirmation link must be requested.

A confirmation email will be sent, with which an email address can be verified.

Merge profiles

If the email address is already used by another profile, a conflict arises, because a verified email address can only be assigned to one profile. Now the user has the possibility to remove the email address from the profile again or to connect both profiles. The connection must be confirmed by the other profile. For this purpose, an email with a confirmation link is sent to the primary email address of the profile to be connected. Only after the connection of the profiles has been confirmed by this email, both profiles will be connected to one. All email addresses, linked accounts, relevant security settings and client authorizations from both profiles are transferred to the linked profile.

If an attempt is made to verify an email address that is already used in another user profile, a conflict occurs.

Primary email

To use all profile features, the profile must have a confirmed primary email address. Typically, a primary email address is set during profile creation. The primary email address of a user profile is where all email notifications related to the user's profile are sent (password change, confirmation emails, two-factor authentication, etc.). Only a confirmed email address can be made the primary email address of the profile. To change the primary email address, click the button to the right of the email address you want to set as the new primary email address. A confirmation link will be sent to the current primary email address to confirm the change. The confirmation links are only valid for a certain period of time before they expire. An expired confirmation link cannot be used to change the primary email address. A new confirmation link must be requested.

A confirmation email will be sent, with which an email address can be made the primary email.

Add new email

A new email address can be added to the profile via the "Add new email" button. Once the email address has been added, a confirmation link is sent to the email address (see Verification of emails). If the option Users can connect profiles in the system settings is deactivated, only emails that are not yet used by other profiles can be added.

Remove email

Email addresses can be removed from the profile by clicking the trash can button. The primary email address cannot be removed. To remove the primary email address, a new primary email address must be designated first.

Connected accounts

In the Connected accounts section, all external accounts connected to the profile are listed. In this example, the user has logged in with an Microsoft Entra ID account.

Formcycle profiles can be conneted to multiple external accounts. Connected accounts can be used to log in to formcycle, so there is no need to set a new password for the formcycle profile. Which accounts can be linked to profiles depends on which login services have been enabled for the management interface.

This section lists all connected accounts and displays for each account, the name of the login service used and the identifier of the user within the login service. In addition, the currently used login method is highlighted (see illustration).

The section Connecated accounts is displayed only if the user has connected external accounts to his profile or connecting of external accounts is allowed by the system.

Connect new account

If the system allows it, users can connect other external accounts to their profile. To do this, simply click the "Connect new account" button and select one of the available login services. Which login services are available depends on which login services have been activated for the administration interface. After selecting a login service, the user must log in to the login service with an account. Once the user has successfully logged into the login service, the external account is linked to the user's profile. The user will also receive an email notification that this account has been linked. In this email there is also a link to remove the account link in case this was not wanted or was done by an unauthorized person.

Remove account connection

Connections to external accounts can be removed by clicking the trash can button. An email with a confirmation link will be sent to the user's primary email address. Only after confirming the removal of the account connection, will the connection be removed from the user's profile. The connected account of the currently used login cannot be removed. To delete it, the user must log in with another connected account or his / her formcycle password.

Security

In the security section, security-related aspects of the user profile can be configured.

(Re-)Set password

By clicking the (Re-)Set password button , a (new) password can be assigned. A link for reassigning the password will be sent to the user's primary email address. By following the link, a new password can be assigned, which can be used in the future for the system login (login with password).

Remove password

The password can also be removed, the system login (login with password) is disabled. This is only possible if the user has logged in via another connected account.

Two-factor authentication

The setup as well as the operation of the two-factor authentication is explained in more detail here.

User information

The user information section displays information about the user's form records and their client authorizations.

My form records

The number of form records created or edited by the user is displayed here.

My clients

All clients to which the user is authorized are displayed here. Hovering over a client will display additional information about the client authorizations:

Roles

Which roles have been assigned to the user in the client.

User groups

Which user groups have been assigned to the user in the client. The areas form administration, inbox & form are to be distinguished.
Form administration: The user groups that the user has in the designer and on the form overview.
Inbox: The user groups that the user has in the inbox.
Form: The user groups that the user has when accessing a form.

Additional information about the client authorizations appears when hovering over them with the mouse.

Email notifications

Formcycle users can receive profile-related email notifications. These notifications are always sent to the primary email address. The following notifications exist about the user's profile:

(Re-)Set password

An email with a link to change the system login password.

Verify email address

An email with a verification link to verify the email address.

Change the primary email

An email to the current primary email address with a confirmation link to confirm changing the primary email address.

Connecting an external account

An email notifying that an external account has been connected to the profile. The email contains a link or instructions to remove this connection if it was not wanted.

Removing an account connection

An email with a confirmation link to confirm the removal of a connected external account.

Merge profiles

An email to the primary email address of the profile to be merged with a confirmation link to confirm the merging of the profiles.

Delete profile

An email with a confirmation link to confirm deletion of the formcycle profile.

Two-factor authentication registration (via app)

An email with a registration link to set up two-factor authentication via Authenticator app.

Disable two-factor authentication

An email with a confirmation link to confirm disabling two-factor authentication.

Two-factor authentication code

An email with the current two-factor authentication code to complete two-factor authentication by email.

Client invitation

An email with an invitation link to a client. See User.