Unique Login Name

 Last updated: August 18, 2017     


Overview

Objective

On August 25, 2017, SpringCM will introduce a change that affects customers who are in multiple SpringCM accounts. We are introducing a change to how user names are managed that provides better security and sets us up in the long run to ensure that we can provide more enterprise capabilities.  

When this change is rolled out, each login name will now only be associated with a single SpringCM account. Login names must be unique across an entire SpringCM environment. Users that are in multiple accounts will need to log in to each account separately.  

 

Benefits

  • Improved security
  • Future scalability and flexibility with respect to changing email addresses and other capabilities

Primary Process Overview

 

Admin How To

When will this change be made? 

  • On August 3, 2017 in the SpringCM UAT environment
  • On August 25, 2017 in the SpringCM Production environment.

How to create a user in the Address Book?

  • When you create a new user in SpringCM, you will need to also include the username in addition to the email address. The username can be the email address provided that the username/email address is unique. The username must be unique in the entire SpringCM environment. If the username is not, an error will be returned and you will need to enter a new username. 

How to create a user via the REST API? 

  • When you create a new user via the REST API, then you can pass both the username and the email address. If the username is not provided then the email address will be used as the user name.
  • If the user name is not unique, then an error will be returned. 

How to create a user via SOAP?

  • When you create a new user via the SOAP API, then the email address will always be set as the user name. Their is no provision in the SOAP API to pass both the username and the email address. 
  • If the email address is not unique, then an error will be returned. 
  • If the user is created, then the username and the email address will be the same.

How to create a user via Bulk Import(CSV) ?

  • When you create a new user in SpringCM via Bulk Import, a new column (called Username) has been added.
  • If you do not add the column to the csv and do not provide a username,  then the import will use the email address as the username.
  • If the username has been added, then the import process will use the username as the username and the email address as the email address. 
  • If the email address or the username is not unique, then an error will be returned.

FAQs

What is a username? 

  • Each user will have a unique user name.
  • Each user is tied to one and only one SpringCM Account.  
  • The username is a string but does not have to look like an email address. 
  • The email address must currently be unique in each account. This means only one user can be tied to an email address in the same account.
  • Usernames are unique to the SpringCM environment.
  • Each username must be between 3 and 100 characters. 
  • Only Super Administrators or User Administrators can create users and set the usernames. End users can not set or choose the username.
  • Once the username is set, it can not be changed.

What happens after the August release is deployed? 

  • If a user is only in one SpringCM account, then the email address will be automatically converted to the username. 
  • If a user is in multiple SpringCM accounts, then in the default account, the username will be the current email address of the user. All other accounts will include the Account ID for each user. Additionally, an email will be sent to each user that is in multiple accounts with their new username. 
  • Lets take John Smith as an example. John Smith is in 3 different accounts in the SpringCM production environment. Here is the account list:
    • Acme Production, Account ID 12345  (default)
    • Acme Sandbox, Account ID 9899
    • Acme Development, Account ID 7674
  • After the conversion has completed, John will have three unique user names, one for each SpringCM Account.
    Name Email Address Account Name Account ID New Username Password
    John Smith jsmith@acme.com Acme Production 12345 jsmith@acme.com Current Password
    John Smith jsmith@acme.com Acme Sandbox 9899 jsmith+9899@acme.com Current Password
    Johm Smith jsmithW@acme.com Acme Development 7674 jsmith+7674@acme.com

    Current Password

     

     

     

 What happens to my password? 

  • If you are in a single account, then the password will remain unchanged.
  • If you are in multiple accounts, then the password will be the same for all of the usernames that are created at the time of the migration.  At this point, each new username will now follow the password policies set up for each account.

What happens to the Account dropdown?

  • The Account dropdown will be removed in conjunction with the August Release. If you were only in a single account, you will not notice a change. 
  • If you were in multiple SpringCM accounts, then you will no longer see the Account dropdown where you can toggle between accounts. You must log in to each account with the usernames described above.

What happens if I am using Sync, Edit, Scan, or the iOS application?

  • SpringCM Edit, Sync, and Scan should continue to work without issue. In the future, we expect 
  • Users that were in a single account will not notice any change; however if the user is in multiple accounts, the application can only be authorized to a single account. If you need to work in another SpringCM account, you will need to log out of the application and then reauthorize to a different account every time. 

What happens to SFTP and WebDAV?

  • Users that are in a single SpringCM account will not notice any change. The user will be able to log in with their username and password/token and access their account and its content.
  • Users that are in multiple SpringCM accounts must authorize to each account separately. Users with multiple accounts will only be able to log in and see their default account.
  • Additionally when accessing SpringCM via SFTP and WebDav, you will no longer see the Account Name but instead will be dropped into the root folder of the account that the user can access. 
What happens when I authenticate to the SOAP API? 
  • With the SOAP API, you can only authenticate to the single account that the username is associated with. This means that if the email address in the old world had acccess to multiple accounts, then when this change is deployed, that user will only have access to the default account.
  • AuthenticateNonDefault will no longer consider the AccountId parameter and will behave identically to the Authenticate method.
  • Authenticate with Keys has not changed. 

What changes in the SpringCM user interface?

  • The SpringCM login page now displays the Username instead of the Email Address.
  • Creating a user will also include the username field.
  • If the user has been synchronized from Salesforce, you will now see the Salesforce unique user id.
  • All other things in the user interface remain unchanged. You will still see the users email address in all other areas of the application.
  • Workflow are still assigned to the email address and not the username. 

What changes with Salesforce (User Sync and Authentication)?

  • Salesforce User Sync has been updated to now include the unique user id and will use that as the primary key for synchronization.   If the user's email address changes in Salesforce, the user will not be updated in SpringCM. 
  • When authorizing from Salesforce, the application will attempt to authorize with the Salesforce unique id and then it will back to the email address. If neither are present, it will return an error. 

What changes with SAML SSO?

  • SAML SSO will now look at the username during authentication and not the email address.

What happens for Reseller Accounts?

  • Reseller Accounts will still be able to create new accounts from the same place as is done today. 
  • Select Reseller accounts will be able to easily log in to child accounts that they have created.

What should I do if I dont know my username?

  • If you can not log into your account because you do not know your username, please reach out to your administrator and they can help you retrieve your username.